Re: Troop Money
David Ball (Ridcully@KAMI.KEBLE.OX.AC.UK)
Fri, 12 Dec 1997 01:46:14 +0000
Don Izard wrote:
> One thing we also do for petty cash, or ANY cash transactions,
> is to issues a receipt, with a MASTER record kept. If you give
> the treasuer, even a check, you get a receipt. If you turn in
> an expense less than $10, and you get cash, YOU sign a receipt
> that you got the cash etc.
> The receipt book, has 2 copies, plus the master record.
> One for each party, and the AUDIT copy ;)
> When I was the treasuere of a church group I also relied on the
> master record to help me figure out just waht all the cash
> was for when I got home. Later I started a process were
> I took envelopes to every meeting. All cash was placed into
> an envelope, and labled for it's purpose, and from whom etc.
> Our new treasuere had kept the same process, and with his
> computer and logging of ALL transactions, can give us a
> very detailed report for the year, for each campout, dinner
> fund raisers etc.
> scouter don
Yes, petty cash is probably the weakest area of our system. However,
constantly writing out reciepts is very time comsuming and IMHO tends to
iritate those recieving/paying the money! We do indeed use reciepts for
large amounts (ie over =A310.00), where the recipient has a copy and one
copy is filed in the reciept folder.
I also make sure I WRITE DOWN the details for all cash tranactions
however small, ie who the money came from/went to and what it was for,
and this information is entered on the accounts (and hence seen by the
auditor). I find it very useful to have a "paid to/recieved from"
column in my accounts so you can easily keep track of where money is
I would like to stress your point to others of recording ALL the details
of cash transactions - whether you use envelopes or just write the
details on scap paper and copy it into the accounts when you get home.
It is very bad practice to have entries on the accounts that just say
"Expences" - this could mean anything!
PS - my apologies for the spelling - it is 1:50am here!
Nonsuch Venture Scout Unit
Oxford University Scout and Guide Group
Terry Howerton Sakima Group, Inc. SCOUTER Magazine Kansas City