Tau Beta Pi
The Engineering Honor Society
Collegiate Chapter Reporting
One factor that differentiates Tau Beta Pi from many other engineering clubs on campus is the amount of communication between individual chapters and TBP Headquarters. Reports are the most formal method and standardized form of this communication, and they allow HQ to get structured information from all 250+ chapters.
Reports can be sorted into five main categories: Membership, officer-related, end-of-year, IRS 990-N & 8822-B, and Convention-related reports. See the rest of this page for an overview of each of these five categories of reports and their deadlines; see their specific pages for more information.
The easiest way to get an overview of the exact timeline of reports is to view your chapter's Report Status on the Online Reports System. When you login using your chapter's login info, you should immediately see a table similar to the example below, with deadlines, dates of submission, and grades for all of the reports listed above.
List & Timeline of Reports
Membership Reports
Why - Membership reports allow HQ to ensure that each chapter is properly carrying out the initiation process. These reports also allow for an automated membership database as new members are initiated.
When - These reports are completed for every term in which the initiation process is completed, with one exception: the eligibility report is completed every term (there is an option to report that the initiation process will not be completed for that term).
Here are the membership reports, along with their respective deadlines:
Completed within first 5 weeks of the term:
List of Eligibility
Completed within 2 weeks before the initiation ceremony:
Report of Election
Catalog Cards
Key & Certificate Delivery
Completed at least 2 weeks after the initiation ceremony:
Final Action Report
Rollbook Signatures
Initiation Fees
Officer-Related Reports
Why - Officer-related reports allow HQ to keep track of officers and their contact information.
When - Each of these reports is completed once per academic year, unless your chapter conducts more than one election.
Completed within first 5 weeks of the first term of the academic year:
Fall Contact Information Update
Completed within 2 weeks of each officer election:
Report of Officer and Advisor Election
Officer Signatures Report
End-of-Year Reports
Why - End-of-year reports allow HQ to evaluate a chapter's year as a whole. This information is also used to determine chapter awards.
When - All of these reports are done around the end of the academic year. They are due by June 1st unless an extension is requested
- Convention Credentials, Financial Report , Chapter Survey , Project Reports
IRS 990-N & 8822-B
Why - The IRS 990-N is a necessary report submitted to the IRS on an annual basis to keep each chapter's non-profit status.
When - The IRS 990n is due at different times in the year based on your chapter's official fiscal year. You can find your chapter's deadline on this list. It is always due on the 15th of the fifth month after the end of the fiscal year.
Convention Reports
Why - Convention reports are used to register attendees for our annual Convention and to reimburse them afterward for travel and expenses.
When - Convention is traditionally held every year, usually in the early Fall. Each chapter sends one voting delegate to carry out the business of Tau Beta Pi. There are two required reports relating to the voting delegate's participation in Convention.
Completed by June 1st:
Convention Credentials to formally indicate the voting delegate for the chapter.
Completed within 2 weeks after Convention:
Convention Expense Report to receive reimbursement for any travel or on-site costs.
Checklist of Required Reports
You may check the status of your reports and real-time deadlines by clicking on the Report Status button in the electronic reporting system. After you login, click the 'Chapters Button' on the left, then 'Report Status' button.
View a list of required reports for the Chapter Excellence Award
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Report
Submission Deadline
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Fall Contact Information Update
Online within first 2 weeks of term
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Report of Officer and Advisor Election
Online within 2 weeks of election
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By mail or email within 2 weeks of election
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On the IRS website by the 15th day of 5th month after close of fiscal year (no extension)
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Online as soon as list is available (within first 5 weeks of term)
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Report of Election & Catalog Cards
Online after electees accept at least 2 weeks before initiation or within 4 weeks if you want certificates and keys for initiation
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Online within 2 weeks of initiation. Rollbook signatures must be uploaded with this report.
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Mail to HQ within 2 weeks after initiation or pay by credit card by calling (865) 546-4578 or email TBP HQ.
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Online within 2 weeks after election of delegate
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Convention Delegate Expense Report
Online within two weeks after Convention
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Constitutional Amendment Ratification Ballot
Mail or email by April 1 (no extension)
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Online by June 1
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Online by June 1
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Annual report due by June 1. You can provide all project and develop your annual report in the Project Reporting System.