Re: Troop Money
David Ball (Ridcully@KAMI.KEBLE.OX.AC.UK)
Wed, 10 Dec 1997 01:59:30 +0000
Hilding Holroyd wrote:
> Every unit with which I have been associated requires at least 2
> signatures on every check. Thus, no money can go out unless 2 people know
> about it. You could also "bond" every person who handles money. A bit
> drastic, but if your unit is handling large amounts of money, it might be
> Deposits are a bit different. However, do some good record keeping, eg.
> write down whenever you collect money and how much, from whom, etc. Keep
> all bank deposit tickets as proof of deposit.
> AUDIT YOUR BOOKS!!!!!! - frequently, so you can catch errors/problems
> before they get out of hand.
> (BTW, be sure to verify EVERY transaction at your bank. I have caught many
> bank errors; such as crediting the wrong amount to my savings account. So
> verify every transaction before you leave the window, even if there are
> dozens of cars backed up behind you at the drive-up.)
I was the treasurer of my Venture Unit last year, and although some of the
preventative measures got on my nerves at times, I wouldn't get rid of them.
Here's what happens in our Group:
1 Precise Accounts - it is not enough to put "Expences" - put exactly what
the money was spent on and get reciepts to prove it if possible.
2 Keep control of the Cheque book - I only gave the chequebook to someone
else once during the whole year, IIRC, so I knew exactly what each cheque was
for and who it was payable to. When I did let it out of my sight, I made sure
I got it back prompty, and that only the amount of cheques I expected had been
written, and that the stubs had been filled in correctly.
3 Two signatures on every cheque, as has been mentioned
4 We get three statements each month - I keep one, the chairman gets one
and one is sent to the Group Treasurer - if there is anything unusual, someone
should spot it!
5 Our Accounts are sent to the Group Treasurer to audit every two months.
Every year, the entire Groups Accounts (Beavers, Cubs, Scouts Venture and
Group) go to an independant auditor (usually a parent) with all reciepts,
cheque/paying in stubs, statements etc.
6 I paid in everything in person, filling out the paying in slip myself
before I went into the bank. I always had the stub stamped by the bank staff.
7 I always kept control of petty cash, and always kept it down to a
reasonable amount by paying in excess cash. Always be careful what you hand
out - if one person seems to be claiming a lot, then be more suspicious, eg
demand a reciept.
OK, the one person who has most opportunity to steal money here is the
treasurer, ie me! - This is why we require two signatures for cheques,
triplicate bank statements, regular auditting and precise accounts - if I was
to try and take a significant amount, it would be noticed at some stage - the
only thing I can think of off the top of my head is to take out of petty cash
and put it down as someone elses expenses on the accounts, but you could not
get very much this way!
In the end, there has got to be a certain amount of trust, but the above
measures should protect against anything major!
Nonsuch Venture Scout Unit
Oxford University Scout and Guide Group
Terry Howerton Sakima Group, Inc. SCOUTER Magazine Kansas City