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RevisionSchedule
Revision Date Description
A 01/04/2018 DocumentIssued
# 09/10/2017 DocumentIssued
Finance Handbook for Scout Groups
Date: April 2018
1
ContentsScoutingIrelandMission.............................................................................................................................................4
Preamble.....................................................................................................................................................................5
AimofScoutIrelandFinanceHandbook.....................................................................................................................5
RoleoftheTreasurer..................................................................................................................................................6
Summary.................................................................................................................................................................6
FinanceSupportTeam.........................................................................................................................................6
SkillsandAttributes.............................................................................................................................................6
KeyGoals.............................................................................................................................................................6
Accountability,TransparencyandResponsibility........................................................................................................7
Transparency&Communication.............................................................................................................................7
BUDGETING.................................................................................................................................................................8
FinancialRisk...........................................................................................................................................................8
BankAccounts.............................................................................................................................................................9
OPENINGBANKACCOUNTS....................................................................................................................................9
OPERATINGTHEBANKACCOUNT(S).......................................................................................................................9
Controlsforpaymentsmadebycheque...........................................................................................................10
Controlsforpaymentsbydebitcard,creditcardandchargecards.................................................................10
OnlineBanking......................................................................................................................................................11
Controlsforpaymentsbydirectdebit,standingorderandBACS/SEPAdirectcredit,EF.................................11
Controlsforpaymentsincash...............................................................................................................................12
BankingGuidelinesinSummary........................................................................................................................12
ACCOUNTS.................................................................................................................................................................14
GroupAccounts.....................................................................................................................................................14
CountyAccounts...................................................................................................................................................14
ProvincialAccounts...............................................................................................................................................14
REVIEW/AUDIT..........................................................................................................................................................15
Queries..................................................................................................................................................................15
INCOME&CASHHANDLING......................................................................................................................................16
FUNDRAISING...........................................................................................................................................................17
2
General..................................................................................................................................................................17
FundraisingCodeofGoodPractise–CharitiesInstituteofIreland......................................................................17
CharitableDonations.............................................................................................................................................17
Donationsthatqualifyfortaxrelief..................................................................................................................17
DonorsmustcompleteformCHY3-EnduringCertificatewhichcoversaperiodofuptofiveyears................18
TaxClearanceCert.................................................................................................................................................18
Expenditure...............................................................................................................................................................19
EXPENSEPOLICY....................................................................................................................................................19
Summary...........................................................................................................................................................19
AdministrationandProcedure..............................................................................................................................19
PAYMENTPROCESSES...........................................................................................................................................20
YEARENDACCOUNTS...............................................................................................................................................21
Summary...........................................................................................................................................................21
AGMTIMELINESANDANNUALRETURNSTOSCOUTINGIRELAND...........................................................................22
ASSETS.......................................................................................................................................................................23
Summary...............................................................................................................................................................23
ASSETSONTHEDISSOLUTION/CLOSUREOFASCOUTGROUP.............................................................................23
TAXES........................................................................................................................................................................24
CommunicationofupdatesofFinanceHandbook....................................................................................................25
BestPracticeGuidelines............................................................................................................................................26
Appendix1:JobDescription:GroupTreasurer.........................................................................................................27
Appendix2:JobDescription:CountyTreasurer........................................................................................................28
Appendix3:JobDescription:ProvincialTreasurer....................................................................................................30
Appendix4:LettertoBank–GroupceasingtoOperate..........................................................................................32
Appendix5:LettertoBank–ChangeofGroupName..............................................................................................33
Appendix6A:GROUPINCOMEANDEXPENDITUREACCOUNT.................................................................................34
APPENDIX6B:GROUPTREASURERSSTATEMENT......................................................................................................35
APPENDIX6C:BANKRECONCILIATIONTEMPLATE.....................................................................................................36
Appendix:7:SectionMonthlyCashControlForm....................................................................................................37
Appendix8A:SectionProgrammeEventBudgetTemplate......................................................................................38
3
Appendix8B:GroupOverallAnnualBudgetTemplate.............................................................................................39
Appendix8C:ScoutCountyAnnualBudgetTemplate..............................................................................................40
Appendix9:ExpenseClaimForm:.............................................................................................................................41
Appendix10:AssetRegister......................................................................................................................................42
4
Scouting Ireland Mission ScoutingIrelandisdedicatedtoenablingandempoweringyoungpeopletorealisetheirpotential,throughitscorevaluesbasedontheScoutPromiseandLaw,fosteringactivecitizenshipandhelpingcreateabettercommunity;societyandworld.
OurMissionwillbeachievedby:
FacilitatingyoungpeopleintheirownpersonaldevelopmentProvidingthemwiththeopportunitiestolead
FosteringthecorevaluesoftheScoutPromiseandLawandactivecitizenshipamongourYoungPeople
VisionForScoutingIreland:ScoutingIrelandtobeIreland’sleadingeducationalyouthorganisationandbeseenasinnovative,influential,anddynamicandmakingarealcontributiontolocalcommunities,acrosstheislandofIreland.
Withaninclusiveandprogressiveculture(basedonScoutLawandPromise)youngpeoplearefulfillingtheirpotential,facilitatedbyAdultVolunteerswhoarecommittedtotheyoungperson’seducationandpersonaldevelopment.
EmpoweringyoungpeopletoreachtheirfullpotentialCommunitybasedorganisation
FaithrespectfulandvaluesbasedorganisationImprovingtheworld
Equality,diversityandinclusivityScoutingIrelandStrategicPlan
5
Preamble
Financial controls are essential to any business, be it commercial, not for profit or a charity.Not only do theysafeguardtheOrganisationfromaccidentalorfraudulentmismanagementbuttheyalsofacilitatethedevelopmentof clear policies and procedures to assist the management – as well as help volunteers to understand theirresponsibilitiesintheday-to-dayrunningofthebusinessoftheOrganisation.
Underpinning all financial management systems is a series of financial policies and procedures which guideoperationsandlayouthowyourOrganisationusesandmanagesitsmoney.Afinancialproceduresmanualbringsall these together inonedocument. It helps to establish financial controlswithin theOrganisation that ensureaccuracy,timelinessandcompletenessoffinancialdata.
Aim of Scout Ireland Finance Handbook
Thismanualhasbeenpreparedtohelp
• GroupTreasurersandGroupLeaders,• CountyTreasurersandCountyCommissioners,• ProvincialTreasurersandProvincialCommissioners,• Toensurethatthereareappropriatefinancialprocedures,controlsanddocumentationinplacewithin
theirGroup,Countyand/orProvince.•
Itsetsoutsomebasiccontrols,whichmustbeimplementedatGroup,CountyandProvinciallevelandprovidesguidancevariousfinancialfunctionsandtransactions.
ItalsoprovidessomebasicformatsforfinancialstatementsthatshouldbepreparedbyeachGroup.
ThisdocumentshouldbereadinconjunctionwiththeConstitutionandRulesofScoutingIrelandandbypayingspecificreferencetopolicydocumentSID11/03.Thisfinancemanualiswrittenwithinthecontextofthe“Group”beinganentitywithinScoutingIrelandandnotaseparatelegalentity,comprisingmembersofScoutingIrelandwhoarepartoftheGroup.
• CountyCommissionersandCountyTreasurers,ProvincialCommissionersandProvincialTreasurersshouldusetheprinciplessetoutinthisdocumenttoenablethemtoprovideappropriateassistancetoGroupstoensurethatthereareappropriatefinancialprocedures,controlsanddocumentationinplacewithintheScoutGroupandalsotheirScoutCountyandProvince.
6
Role of the Treasurer
Summary • ManagetheFinances• Reportbankbalancesateachmeeting• ReportIncome&Expenditure• ManageALLBankAccounts• ProduceAnnualAccounts/Endofprojectaccounts• ManagetheBudgetaryProcess• EnsureTaxCompliance• TackleanyfinancialissuesAStheyarise• KnowthatyouaresupportedbytheFinanceSupportTeam-itisimportantthatyouhavecontact
detailsforyoursupportpeople
Finance Support Team NationalTreasurerProvincialTreasurersFinancialControllerAssistantAccountant
Skills and Attributes
• becapableofhandlingfiguresandcash• haveanorderlymindandmethodicalwayofthinking• haveexperienceindealingwithlargesumsofmoneyandbudgets• haveexperienceoffinancialcontrolandbudgeting• haveaneyefordetail• experienceusingexceloraccountingsystemsanadvantage• bookkeepingexperienceanadvantage
Key Goals • Keepitsimple.Wedon’tneedlargecorporationpoliciesandprocedures.We'reallvolunteerswithvery
fulllives.• TheTreasurer;collectsmoney,makesdeposits,receivesexpensereports,paysbills,writescheques(with
acosignatory!)• TheTreasurer,withinputfromtheteam,createsandmanagesthebudget.UpdatesandpublishesScout
accountrecords.Reviewsbankstatements;Balancesthebooks;Createseventsurplus/deficitsummaries• TheTreasurerholdsultimateresponsibilityfortheforfinancefunctionfortheproject• Preparesaplanandbudgetforrenewalofequipment• Ensuresthatpurchasingproceduresarefollowed
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Accountability, Transparency and Responsibility
Transparency & Communication
Openlyshareinformation
• Ifateammemberwishestoseethedetailedfinances,thisshouldbefacilitated.AsTreasureryoumaywishtowalkthemthroughthedocumentstoavoidmisunderstandingsorquickjudgmentsandtounderstandwhytheyareasking.(ifthereisanunderlyingissueasTreasurer,youshouldbemadeaware)
• Don'tautomaticallysendthedetailedfinancesouttoeveryone.Financesandfinancialstatementstaketime,experienceandcontexttounderstand.Financialreportswithouttherelevantsupportinginformationcanbemisinterpreted.
• Reviewbothlargeexpendituresandnon-standardexpenditureswiththeTeamBEFOREandAFTERspendingthemoney.
• BringprintoutsofIncome&Expendituretomeetings.• SharefinancialsummarieswiththeTeam.• Bringprint-outsofbankstatementsandincome&expendituretothemeetings.
WalktheTeamthroughthefinancialstatements...linebyline.
• TheGroupTreasurerisprimarilyresponsibleformanagingthefinancialaffairsoftheScoutGroup.
Aspartofthefunctionhe/shereportstotheGroupLeader,ScoutGroupCouncilandtotheCountyTreasurer.
o SeeGroupTreasurerJobDescriptionattachedinAppendix1.
• TheCountyTreasurermanagesthefinancialaffairsoftheScoutCounty.
AspartoftheirroletheyworkwiththeGroupTreasurerstoassistthemimplementtherulesandregulationsoftheAssociationandensurecompliancewithallrelevantlegislationincludingtheCharitiesAct.
o SeetheCountyTreasurerJobDescriptionattachedinAppendix2.
TheCountytreasurercanmeetwiththeGroupTreasurersannuallytoassistthemtomeetthefinancialreportingguidelinesoftheassociation.
TheCountyTreasurercanmeetwithindividualGroupTreasurersandGroupLeadersifrequiredtoprovideassistancetoGroups.
• TheProvincialTreasurermanagesthefinancialaffairsoftheScoutProvince.
AspartoftheirroletheyworkwiththeCountyTreasurerstoenablethemtocompletetheirrolesandassistthemtoimplementtherulesandregulationsoftheAssociationatCountyandGrouplevel.
o Seeappendix3fortheJobDescriptionoftheProvincialTreasurer.
8
BUDGETING
Financial Risk Whenpreparingabudgetitiswisetoagreea“viability”pointwiththeteam,thisisparticularlyrelevantwhenbudgetingforexample:summercamps,internationaltrips,countyandprovincialevents.
*CountyorProvincialeventswithaturnoverinexcessof€50,000requiretheapprovaloftheNationalManagementCommittee/BoardofDirectorsofScoutingIrelandasitposessignificantfinancialrisktotheorganisation.
Assessactualandprojectedincomeandexpenditureregularlytoensurethatyouareontargetwithbudget
Ifaprojectisnotfinanciallyviablehaveproceduresdocumentedthatincluderefundstoparticipants,cancellationofservicesandgoodsandensurethatthisismadeavailabletoallpartiesatthetimeofengagement
• Projectincome:fees,fundraising,grantsetc.• Prioritiseexpenditure• Budgetshouldbediscussedanddevelopedbyteaminlinewithavailablefinancesandexpenditure
commitmentsBudgetshouldbeadheredto• Out-of-Budgetexpendituremustbeapprovedbytheteamandmayrequireadditionalfundraising• Beconsciousofbeingfair• Providesupportinginformationbeforetheannualplanningsession.Suchasyearendbankbalanceand
prioryearIncome&Expenditure.• Createanestimatedbudgetbasedonpastactualspending.
• TheGroupTreasurer,inconjunctionwiththeGroupLeader,isresponsibleforpreparinganannualbudgetfortheGroup.
• Thebudgetshouldforecastspendingfortheyear,incomefortheyear,capitalprojects(includingfixedassetpurchases)andincomeandexpenditureforlargerevents.
• Foreaseofusebudgetsshouldbepreparedonacashbasis.(Depreciationofassetsheldisnotrequired)
• Forfundraisingeventstheexpectedrevenuetobegeneratedfromtheevent,togetherwiththeassociatedcostshouldalsobeforecast, inadvanceofcommencingtheevent. IfnoteffectivelymanagedGroupscangeneratealargeamountofcashfromfundraisingeventswithlittleornocontrolonhowcostsaremonitored.Consequentlyitisrecommendedthataseparatebudgetispreparedforalllargescalefundraisingevents.
• LargescaleeventssuchasSection/GroupCampsmusthaveaseparateeventbudgetpreparedandapprovedbytheTreasurerinadvanceoftheeventtakingplace.Alleventexpenses(includingcostsincurredbyscouterstoattendtheevent)mustbeincludedsothatarealisticcostperpersoncanbeaccuratelycalculated.
• It isrecommendedthatshouldaneventcostsmorethan€500torun;abudgetshouldbepreparedbytheSectionleaderandapprovedbytheGroupTreasurerinadvance.
• SamplebudgettemplatesforuseatSection,GrouporCountylevelareincludedinAppendix8.
• CountyandProvincialTreasurerswillpreparebudgetsannuallyaspertheirjobdescriptions.
9
Bank Accounts
OPENING BANK ACCOUNTS • BankAccountscanbeheldwithanyfinancialinstitution(i.e.Banks,CreditUnions,andPostOfficeSavingsetc).
• AllGroupBankAccounts(includingonlinepaymentoptions)mustbeopenedfollowingaresolutionpassedataScoutGroupCouncilMeeting.
• AllScoutCountyBankAccounts(includingonlinepaymentoptions)mustbeopenedfollowingaresolutionpassedataScoutCountyManagementMeeting.ScoutCountyBankAccountsareavailablebycontactingNationalOffice(FinancialController)astheseaccountshavealreadybeenopenedforeachScoutCounty.
• AllScoutProvinceBankAccounts(includingonlinepaymentoptions)mustbeopenedfollowingaresolutionpassedataPMSTmeeting.
• Allbankaccountsshallincludethewords“ScoutingIreland”andthenameoftheGroupinthetitle.e.g.“ScoutingIreland-72ndDublinO’ConnellStreet”or“72ndDublinO’ConnellStreetScoutingIrelandGroup”
• Allbankaccounts(includingbankingonlineaccounts)shallrequireaminimumof2signaturesforeachandeverytransaction.
• ScoutGroupscanhaveasmanybankaccountsasisreasonablyrequiredforthemtocarryonthebusinessoftheScoutGroup.AsaminimumthefollowingtypesofAccountsshouldbeinoperation:
o abusinesscurrentAccounto aSavings/DepositAccounto Camp/EventAccountso Onlinebankingfacilities
• SampleletterstobeprovidedtobanksarelistedinAppendix4&5.
o ThelettersshouldbeprintedonofficialGroupHeadedpapero BesignedbyeithertheGroupLeaderorGroupTreasurerandoneothersignatoryoro TheGroupLeaderandGroupTreasurero AresolutionmustbeapprovedbyScoutGroupCounciltoopenabankaccount
• ScoutingIrelandsupportstheuseofonlinebankingfacilitiesatGroup,CountyandProvincialleveltoallowtreasurersmanagethefinancialaffairsandeffectivelycarryoutthebusinessoftherespectiveentity.
• ScoutingIrelandisaregisteredCharitysofeesapplicableonbankaccountscanvarydependingonthefinancialinstitution.
• Feestructureandaccesstothefinancialinstitutionfortheaccountsignatoriesshouldbeconsideredwhenopeningbankaccounts.
ForGroupsinexistencepriortotheformationofScoutingIrelandthathaveexistingbankaccounts,theyallmustbeputundertheoperationalcontroloftheGroupTreasurerandhavethenameschangedtoincludethewordingScoutingIreland.Theintentofhavingthename“ScoutingIreland”includedistoensurethatinthe,hopefully,unlikelyeventthattheGroupclosesthatthebankaccountdoesnotbecomeadormantaccountanddoesnotgetdealtwithinaccordancewiththerulesgoverningsuchaccounts.Onimplementationofthispolicydocument;GroupTreasurersmustensurethattheletterssetoutinappendix4and5aresenttothefinancialinstitutionwheretheGroupholdstheiraccounts.
OPERATING THE BANK ACCOUNT(S) • AtScoutGrouplevel,theGroupTreasurerisresponsiblefortheGroup’sfinances,monitoringallbankaccounts
andimplementingcontrolsoverpaymentsandreceipts.
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• At Scout County level, the County Treasurer is responsible for the Counties finances, monitoring all bankaccountsandimplementingcontrolsoverpaymentsandreceipts.
• At Provincial level, the Provincial Treasurer is responsible for the provincial finances, monitoring all bankaccountsandimplementingcontrolsoverpaymentsandreceipts.
• AllbankAccountsmustbereconciledbytherespectiveTreasurerataminimumeveryquarter.o Bestpracticewouldbetoreconciletheoperatingaccountsmonthlyandallotherbankaccountsquarterly
asaminimumstandard.
• AnyGroup Section / Event Bank Accountsmust be reconciled and reported on by the Group Treasurer inconjunctionwiththeSectionLeader/Eventcoordinator.o AnyCountyorProvincialeventBankAccountsmustbereconciledbytherespectiveTreasureraspertheir
jobdescription.
• TherespectiveTreasurermusthavefulloperationalcontrolofallbankaccounts.
Controls for payments made by cheque
Bankmandatesshouldrequiretwosignatures,oneofwhichbeingthatofthetreasurer.ClearauthoritylimitsshouldapplyandtheapprovaloftherespectivegoverningcouncilsbeitatGroup,CountyorProvinciallevelshouldbesoughtpriortothepaymentbeingmade.
Inallcasesthereareanumberofbasiccontrolsthatshouldbeinplace,including:
• ensuringchequebooksarekeptinasecureplace;• regularreviewofbankmandatesandauthoritylimits;• prohibitiononthesigningofblankcheques;• promptrecordingofpaymentsincashbooksincludingdetailsofthechequenumber,natureofthe
paymentandthepayee;and• Obtainingdocumentationtosupportthevalidityofthepaymentincludingrelevantinvoicesand
confirmationthatthegoodsorserviceshavebeenreceived.
Controls for payments by debit card, credit card and charge cards
Increasinglypaymentsarebeingmadeusingdebitcards,creditcardsandchargecards.Thesepaymentcardscanprovideconveniencebutitisimportantthatcontrolsareinplacetoensuretheircorrectuse.
Debitcardschargebankaccountsdirectlyandpaymentsthereforehaveanimmediateimpactonbankbalances;theirmisuseorlosscanbeextremelyserious.Creditandchargecardpaymentsareinvoicedmonthlyandthereissomeabilitytointerveneinthecaseofmisuse,butcontrolsstillneedtobeinplaceovertheiruse.
*Anonlinebankingfacilityallows24/7accesstobankbalancesandtransactionswhichaddsfurthercontroltotheuseofdebit,creditandchargecards.
Usedproperlythesemethodsofpaymentaregenerallyconsideredtobesafe,butitisrecommendedthatcertaincontrolsareputinplace,including:
• settingaclearpolicyfortheuseofpaymentscards,thecriteriafortheirissue,spendinglimitsandtheirsecurity;
• consideringtheneedtoplacerestrictionson,forinstance,thetypesofretailerswherethecardsmaybeused,e.g.blockingtheiruseinrestaurants,foodretailersoroncertainwebsites;
• communicatingthepolicyfortheuseofpaymentcardsclearly,inwriting,toallusingthem;• ensuringpaymentscardsarecancelledanddestroyed,iftheindividualceasestoholdthetheirposition
withintheGroup,CountyorProvinceoriftheauthorisationofthecard’suseiswithdrawn;• ensuringthatdebitcardexpenditureissupportedbyavoucherand/orinvoiceandrecordedandanalysed
inaccountingrecords;
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• Copiesofallcreditorchargecardstatementsbeingsentdirectlytothecharity’sfinanceteamandnottheindividualcardholder.Thestatementsareusedtorecordandanalysetransactionsintheaccountingrecordsandarematchedwithsupportingvouchersandinvoicesprovidedto,orobtainedby,holdersofcards;
• Periodicreviewofcardusetoensureconsistencyofusewithsetpolicies.
Online Banking
Controls for payments by direct debit, standing order and BACS/SEPA direct credit, EF
Theuseofchequestomakepaymentsisdiminishingwiththeuseofelectronicpayment.Bankshavedevelopedsoftwarethatallowstheprovisionformorethanonepersontoauthorisepayments.Suchdual-authorityoptionsrequiretwouserstocompleteaBACS/SEPAtransaction.Groups,CountiesandProvincesshouldasktheirownbankingproviderfordetailsoftheirownsimilardual-authorityoptions.Theguidelinesforchequeanddirectpaymentsshouldbeappliedwhenusingonlinebankingfacilities.
ScoutingIrelandsupportstreasurersatGroup,CountyandProvincialleveltoenablethemtoimplementcosteffective,environmentallyfriendlyprocessesandprocedurestoeffectivelycompletethefunctionoftreasurerinanefficientandtimelymanner.WeacknowledgethattheEffectiveuseoftechnologywillenableTreasurerstosetupandmaintain:
• EFTPayments(ElectronicFundtransfers)/StandingOrdersandorDirectDebitPayments.
• CardPaymentsormobilemoneytransfers.
• Emailandscanningfacilitiestosendandreceiveremittanceadvices,andsendreportsfromGrouptoCountytoProvince.
• OnlineBankingtoaccessbankaccountdetailsandmonthlystatementsandmakepaymentsefficiently.
Annual returns submitted on timewill enable treasurers to ensure their ScoutGroup, County and or Provinceremainscompliantwithallcurrentlegislation.
Itisoftenconvenienttomakepaymentsbydirectdebit,standingorderandBACSdirectcredit.Theseareallsafewaysofmakingpaymentsprovidedthatappropriatecontrolsareinplace.ThesecontrolsshouldprovideassurancethatdirectpaymentsareonlymadeforexpenditureproperlyauthorisedandincurredbytheGroup,CountyorProvince.Controlsshouldensurethatpaymentsareonlymadewhenauthorisedandthatpaymentsareaccuratelyrecordedintheaccountingrecords.
Thedifferencebetweendirectdebitsandstandingordersisthatthebankaccountholderistheonlypartytothearrangementwhocanmakechangestotheamountorcollectiondateofastandingorder.Withadirectdebitonlytherecipientofthemoniescanamendtheamount,havingnotifiedthepayerbeforesodoing.
BACSDirectCredit/SEPApaymentsareasimple,secureandreliableservice,whichenablesorganisationsofallsizestomakepaymentsbyelectronictransferdirectlyintoabankorbuildingsocietyaccount.However,beforesettingupthesystemtheGroup,CountyorProvinceshouldensurethatithasrobustcontrolsinplace,becausethenatureofthesepaymentsmakesitdifficulttorecallthembeforethepayee’saccountiscredited,intheeventoferrorsorfraudulenttransfersbeingdiscovered.
Bankshavedevelopedsoftwarethatallowstheprovisionformorethanonepersontoauthorisepayments.Suchdual-authorityoptionsrequiretwouserstocompleteaBACS/SEPAtransaction.Groups,CountiesandProvincesshouldasktheirownbankingproviderfordetailsoftheirownsimilardual-authorityoptions.
Groups,CountiesandProvincesshouldensurethatonlyspecificallyauthorisedindividualsareabletosetuparrangementstomakepaymentsbydirectdebit,standingorderorBACS/SEPA.Thisauthorityshouldbelimitedto
12
asmallnumberofpeoplewithalistofauthorisedindividualsdrawnupandretained.ThedocumentssettingupthepaymentsshouldberetainedaspartoftheGroups,CountiesandProvincesaccountingrecords.ThepaymentsshouldbemonitoredsothattheGroups,CountiesandProvincescanensurethatthearrangementiscancelledwhentheGroups,CountiesandProvincesstopusingthegoodsorservicesbeingsupplied.
Additionalcontrolscanbeappliedwhensettingupanonlinebankingfacilitysuchasdailylimits,transactionlimits,authorisationcontrolandbeneficiarysetup.
Controls for payments in cash
• Avoidcashwheneverpossible-Handlingcashisthenumberoneplacewheremoneyisconfused,lostorstolen.Adisorganizedpersoncaneasilyconfusetheprojectcashwiththeirownmoney.Astressedpersoncaneasilyborrowcash.Cashisanissuebecausecashisdifficulttotrack.Cheques/EFTleaveatrail.
• Trackcash-Asmoneyishandedtoyou,recordthecashinaledgerwhilethepersonisstillstandingwithyou.Givethepersonareceiptforthecash.
• Neverpayexpensesdirectlyfromincomingcash-Depositeverything.Wheneverpossible,payallexpenseswithcheques.It'sabouttransparency,discipline,organisation,knowingwhatthingscostandgettingreceipts(oratleastsomethingtodocumenttheexpense).DONOTNETOFFasallincomeandexpenditureMUSTberecorded.
• Theteammayconsideroperatingacashfloatsystemwhichmustbereconciledasagreed.• ForeventstheeventtreasurercanrequestthatallScoutGroupsandScoutCountiesMUSTpaybycheque
orEFTpriortotheevent–thiswillfurthereliminatetheneedforcashtobehandled.
Paymentsincashshouldbekepttoaminimumduetothegreaterriskthathandlingcashpresentsanddifficultiesthatcanariseinestablishingcorrectnessandcontroloversignificantcashtransactions.
Wherepaymentsaremadeincashitisrecommendedthat:
• cashpaymentsareforsmallamountsonly;• cashshouldbepaidoutofapettycashfloatspecificallykeptforsuchpayments,andnotfromincoming
cashorbywayofdirectwithdrawalfromthebankaccount;• detailsofpaymentsshouldbeenteredinapettycashbook;• supportingdocumentationforthecashpaymentshouldbeauthorisedbysomeoneotherthantheperson
whomaintainsthepettycashorthepersonmakingthepayment;• thebalanceofpettycashinhand,andtherecords,shouldbekeptsecurely;and• Regularspotchecksofthepettycashfloatshouldbemadebyanauthorisedpersonindependentofthe
personwhomaintainsthepettycash.
SimilarconsiderationsapplytotheuseofcardswhicharepreloadedwithcashwherecashwithdrawalsaremadebyusingaPINatacashpointorsimilarfacility.
Cashwithdrawalsshouldbereviewedforauthorisationandcorrectnessbysomeoneotherthanthepersonwhowithdrewthecash.
Banking Guidelines in Summary Bestpracticeisthatany2of3signatoriescansignasapprovedbytheScoutGroupCouncil,CountyManagementCommitteeand/orPMST.
• AtScoutGroupleveltwoofthesignatoriesmustbetheGroupTreasurerandGroupLeader.
• AtScoutCountyleveltwoofthesignatoriesmustbetheCountyTreasurerandCountyCommissioner.
13
• AtProvincialleveltwoofthesignatoriesmustbetheProvincialTreasurerandtheProvincialCommissioner.
• TheTreasurermusthavefulloperationalcontrolofallbankaccountsandmustensureallbankaccountsareintheGroupname.
• Guidelinesforoperatingbankaccountsmustbeadheredtoatalllevelsoftheorganisation.
14
ACCOUNTS
Group Accounts
o ThefinancialaffairsoftheGroupwillbemanagedbytheGroupTreasurerinaccordancewiththerulesofScoutingIreland.
o He / Shewill prepare an annual budget and record all income& expenditure against budget. RegularupdatesofactualspendagainstbudgetwillbepresentedtoatleasteveryotherGroupCouncilmeeting.
o FullyreconciledfinancialupdatesshouldbepresentedtoGroupCouncilatleasteveryquarter.
o TheCountyTreasurerwillprovideassistancetotheGroupTreasurerifrequiredtoensuretheycancompleteGroupaccountsinlinewiththeAssociationspolicies.
o TemplatesforpreparationofaccountsareincludedwiththismanualinAppendix6.
County Accounts o ThefinancialaffairsoftheScoutCountywillbemanagedbytheCountyTreasurerinaccordancewiththe
rulesofScoutingIreland.
o TheCountyTreasurerreportstotheCountyOfficersandtheCountyManagementteamandreceivesandpaysallmoniesonbehalfoftheScoutCounty.
o CountyTreasurersprepareannualbudgetsforapprovalbytheCountyManagementTeamandwillreportactualspendagainstbudgettotheCountyManagementteamataminimumofeveryotherCMTmeeting.
o FullyreconciledaccountsagainstbudgetshouldbepresentedtotheCMTatleasteveryquarter.
Provincial Accounts o ThefinancialaffairsoftheScoutProvincewillbemanagedbytheProvincialTreasurerinaccordancewith
therulesofScoutingIreland.
o He/shewillpreparebudgetsannuallyforreviewbytheNationalTreasurerandFinancialControllerandtheapprovaloftheNationalManagementCommittee.
o He/shewillpresentupdatesonactualspendagainstbudgettothescheduledPMSTmeetingsatleasteveryquarter.
15
REVIEW/AUDIT
• BestpracticedictatesthatTreasurersshouldhavetheiraccountsatleast‘independentlychecked’annually.Anindependent checkcanbecarriedoutbyyourCountyTreasurer,ProvincialTreasureroran independentpersonwho issuitablyqualifiedtocarryoutareasonablecheckontheaccountsprovided.
• CountyTreasurerscanfulfilthis‘independentcheck’onbehalfofallGroupsintheirCounty.
• IftheCountyTreasurerisalsoaGroupTreasurertheGroupshouldasktheProvincialTreasurertocompletetheindependentcheck.
• IndependentChecksorfullauditscanbeperformedbyasuitablyqualifiedpersonasselectedbytheGroup,CountyorProvince.Itisnotnecessary,asatSeptember2014,forGroupsorCountiestohavetheiraccountsofficiallyaudited,unlessthetermsofagrantreceived/otherfundingrequireauditedaccounts.
• ScoutCountyAccountsareauditedannuallyaspartofScoutingIreland’saudit.
• ProvincialAccountsareauditedannuallyaspartofScoutingIreland’saudit.
Queries • IntheeventaqueryisraisedatGroupCouncillevelonafinancialmatterthe
o County Treasurerwill performan initial ‘independent check’ and report back to theGroup Leader andCountyCommissioner.
o If theydeemitappropriatetheywillasktheProvincialTreasurertoperformafullaudit/reviewoftheGroupAccountsattherequestoftheNationalTreasurer.
o TheProvincialTreasurerwillprepareawrittenauditreportwithrecommendationsandreportbacktotheGroupCouncil,CountyTreasurer,CountyandProvincialCommissionerandNationalTreasurer.
o In such cases any such recommendations made by the County / Provincial Treasurer must be fullyimplementedwithinanagreedtimeframeattherequestoftheNationalTreasurer.
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INCOME & CASH HANDLING • Allcashreceipts received intoScoutGroupSectionsmustberecordedby theProgrammeScouters in that
Section.
• AllincomeisGroupIncome–whetheritcomesinthroughanindividualsectionordirecttotheGroupLeader/Treasurer.ThisincludesCampincome,WeeklySubs,Membershipfees,Fundraisingetc.
• Acashreceiptsrecordbookmustbemaintainedandbestpracticedictatesthatreceiptsshouldbeprovidedtoparents,sponsors,etc.
• ThecashcollectedatSectionlevel,togetherwiththesummaryinformation,mustbeprovidedtotheGroupTreasureratleastonamonthlybasis.
• AllcashshouldthenbelodgedbytheGroupTreasurerasquicklyaspossible,butnotlaterthan10daysafterreceipt.
• The Group Treasurer may delegate the lodging of cash where required but should ensure thatadequatecontrolsoverthecashareinplace.
• ElectronicFundTransfers (EFTPaymentson line) /StandingOrderscanbe implementedatGroup,CountyandProvincialleveltoassisttreasurerstomanagefinancialtransactions.
• As required and as authorised by the Group Council, each Sectionmay receive a float to fund on- goingprogrammeexpenses.Separatefloatsshouldbeprovidedforlargereventssuchassummercamp,attendanceatNationalEvents,etc.Detailsofallfundsspent,togetherwiththeaccompanyingreceipts,mustbereturnedtotheGroupTreasurerpromptlyattheendoftheeventandinadvanceofissuingfurtherfunds.
• SomeGroupsmayallowsectionstoretainaspecified%oftheweeklysubscriptionsincomereceivedatsectionleveltobeusedforprogrammeactivities.
o WherethisisinplacethesectionleadermustprepareaquarterlysectioncashcontrolformandreturnittotheGroupTreasurerbythe10thdayofthefollowingmonthattheverylatest.
o TheGroupTreasurerwillthenprepareaquarterlySectionIncome&ExpenditurereportandpresentitaspartoftheirreporttothenextscheduledGroupCouncilmeeting.
• WhenprogrammeeventsareheldatSection,Group,andCountyand/orProvincialleveltheincomerelatingto the eventmust be recordedon an event incomeaccount sheet and given to the Treasurer at the firstavailableopportunityaftertheeventhasconcluded.
• AsampleSectionincomeMonthlyCashControlformisincludedinAppendix7.
17
FUND RAISING
General • ScoutGroups areencouraged toparticipate in Scouting Ireland’s fundraising initiatives (suchas12Daysof
Christmas:presentlythisinitiativeisnotavailabletoGroupsinNorthernIrelandduetolegislativeconstraints)toassistinraisingfundsannually.
• AllfundraisingincomewhetherraisedatSectionorGrouplevelmustberecordedintheannualaccountsoftheGroup.
• LocalScoutGroupSection/ScoutGroupeventssuchasChurchGateCollectionsandBagPacksmustcomplywithcurrentrulesandregulations.
o BestpracticeandlocalfactorsshouldbeborneinmindtomaximizethereturnsavailableandensurepublicsupportismaintainedfortheGroup.
o CashcollectionbucketsmustbesealedandlabelledwiththeScoutGroupName.
o Aminimumoftwo(2)peoplemustmanagethecountingandlodgementofproceeds.
Note:banksandfinancialinstitutionswillonlyacceptFULLbagsofcoin
o Collectorsmustretainacopyofthepermitobtainedwhencollecting.
• ScoutGroupsshouldmanageScoutGroupSection fundraising initiativescarefully toensuretheirsuccessfulcompletiondoesnotadverselyimpactonotherScoutGroupinitiativesbeingplanned.
• WherepermitsarerequiredtheScoutGroupLeader/ScoutGroupTreasurerwillapplyforsameandensureallrequirementsofthepermitsarecompliedwith.
• IfasectionorScoutGroupraisesfundsforacharity(suchasMountainrescue,RNLIetc)allsuchmoniesraisedmustberecordedintheaccountsoftheScoutGroupunderincomeandexpenditure.
• GuidelineswillbeupdatedandissuedbyScoutingIrelandwhereappropriate.
Fundraising Code of Good Practise – Charities Institute of Ireland
C II+ Fundraising+ Codes+ -+ Events.pdf
Guidelines+ Charitable+Organisations+ on+ Fundraising.pdf
C II+ Fundraising+ Codes+ -+ Cash.pdf
Charitable Donations Approvedbodiescanclaimtaxrelieffordonationsmadetothembydonors.
Donationsthatqualifyfortaxrelief
Thefollowingdonationstoapprovedbodiesqualifyfortaxrelief:
• aminimumdonationof€250• amaximumdonationof€1,000,000inanyoneyear.
18
Ø Reliefwillberestrictedto10%ofthedonor'sannualincomeifthereisaconnectionbetweenthedonor
andtheapprovedbody.
Ø Anapprovedbodymayclaim31%taxreliefonyourdonation.Theyreceivethegrossedupamount,netof
taxdeductedatthespecifiedrate.
Ø Therepaymenttoanapprovedbodycannotexceedtheamountoftaxthatthedonorhaspaidforthat
year.Thedonorisnotallowedarepaymentofanytaxthathasbeenrepaidtotheapprovedbody.
Thedonationmust:
Ø beintheformofmoneyordesignatedsecurities(quotedsharesanddebentures)oracombinationofboth
Ø notberepayabletothedonorØ notbenefitthedonororanyoneconnectedwiththedonorØ notbeaconditionorconnectedwithanyarrangementinvolvedinobtainingapropertyotherthanby
wayofagiftfromthedonortotheapprovedbody.
DonorsmustcompleteformCHY3-EnduringCertificatewhichcoversaperiodofuptofiveyearsNote:IfaScoutGroupisnotaregisteredcharityyourScoutGroupshouldcontactthefinanceteaminNationalOfficetodiscusstaxreclaimasthiswillhavetobecompletedbyScoutingIrelandServicesCLGonbehalfofyourScoutGroup.
Tax Clearance Cert ATaxClearanceCertificateisconfirmationfromRevenuethatanapplicant'staxaffairsareinorderatthedateofissueofthecertificate.Note:IfaScoutGroupisnotaregisteredwithRevenuepleasecontactthefinanceteaminNationalOfficeforadvicepriortoregisteringwithRevenue.
19
Expenditure
EXPENSE POLICY o ItisthepolicyofScoutingIrelandtoreimburseemployeesandvolunteersforallowableexpenseswhichare
incurredwholly, necessarily and exclusivelywhilst on ScoutGroup business, providing those expenses areincurredinlinewiththeexpensespolicy.
o Beforeanyexpenseis incurredemployeesandmembersmustgiveconsiderationtothemostcosteffectivemethodofincurringthatexpense.Theyshouldalsoconsiderwhethertheexpenditurerepresents‘valueformoney’fortheScoutGroup.
o Scout Groups, Counties and Provinces will implement this policy through the respective TreasurerimplementingthefollowingguidelinesonExpenditure.
o ScoutingIrelandsupportstheeffectiveuseofBankingonLine/PaymentbyEFTatGroup,CountyandProvincialleveltoeffectivelymanagecashflow.
Note:mileagecanbeclaimedat€0.2175perKMand€0.35permile–changestothisratewillbenotifiedtoScoutGroups.
Summary • Expensespolicytobeagreedbytheprojectteam• ScoutingIrelandPolicyavailableonwebsite• Beawareoftaximplications• ExpensesmustfallwithinPolicyandBudget• Ensure‘valueformoney’• Allexpensesmustbeclaimedwith45daysofbeingincurred• Allexpensesmustbereceipted• TemplatesavailableforExpenseClaimForm
Administration and Procedure • EachScoutGroup/County/Provincemustestablishclearprocedureandauthoritylevelsforthecommittal
ofexpenditurewithintheScoutGroup/County/Provinceandapprovedbytherelevantteams.
• UnlessexceptionalcircumstancesariseonlyexpenditureoutlinedintheBudgetshouldbecommittedwithoutgainingspecificapprovaloftheGroupCouncilforit.
• Validexpensesincurredbyascouteronanactivitywillbereimbursedbyonce:o Theexpenseispre-approvedinadvancebythebudgetholder.o Theexpenseisclaimedwithin45daysoftheexpenseincurred.o Thearesufficientfundstopaytheexpense.o ExpensesClaimform/Invoiceisapprovedcorrectly.
• TheTreasurermustensurethatadequaterecordsarekeptofallexpenditure(toenablethecompletionoftheAccounts).
• Receipts shouldbekept for all itemsof expenditure.Whereno receipt is received / the receipt is lost anexplanationofsame(notingthereason)mustbenotedintherecordbookbytheTreasurer.
• TheTreasurershouldmakepaymentsbychequeorElectronicFundTransfer(EFT).
• DirectDebits/StandingOrderscanbeusedforrecurringpayments(suchasESB,Heatingetc).
• Cashpaymentsover€75.00mustbepaidbyScoutGroupChequeorEFT.
20
• AtCounty/ProvinciallevelallpaymentsmustbemadebychequeorEFT.
• AnExpenseclaimformorinvoicemustbepresentedtotheTreasurerforallpaymentsmade.
• Allitemsmusthavebeenprebudgetedforbeforepaymentismade.WhereanunforeseenexpenseisincurredonasectionorGroupeventitmustbeapprovedforpaymentbytheGroupLeader/TreasurerandGroupCouncilassoonaspracticable.
• WhenmileageisbeingclaimedcurrentScoutingIrelandvolunteermileageratesarethemaximumpermittedratesallowable.Distancesclaimedmustbemorethan5miles/8km’saspercurrentScoutingIrelandguidelines.
• AsampleexpenseclaimformisincludedinAppendix9withthismanual.
PAYMENT PROCESSES • Cheques/BankTransfersetc.mustbesignedbytheauthorizedsignatoriesasappointedbytheScoutGroup
Council.
• Aminimumoftwosignatoriesarerequiredforallpayments.
• AllChequesorpaymentsshouldbeapproved/signedbytwoauthorisedsignatories,oneofwhommustbetheGroupTreasurer.
• Paymentshouldbemadeinfullwithin30DaysofreceiptofanExpenseclaim/InvoicebytheTreasurer.• Bankingonlinepaymentsmustbeauthorizedbyany2oftherespectiveaccountsignatories.• Directdebits/StandingOrderscanbeusedtopayrecurringtransactionsonamonthlyorquarterlybasis.
Pleaserefertothesectiononbankingforfurtherguidanceonpaymentprocesses.
21
YEAR END ACCOUNTS
• TheAnnualAccountsofaScoutGroupmustbepreparedbytheGroupTreasurerannuallyandonceapprovedbyGroupCounciltheymustbesignedbytheGroupTreasurerandGroupLeader.
• TheAnnualAccountsmustbepresentedtotheAGMoftheParentsandFriendscommitteeannually.
• TheaccountsmustcoverastatementofaffairsonallaccountsoftheGroupincludingMainGroupcurrentAccount;LongTermFundAccount;SectionAccounts(ifany)andCampSavingsAccountsetc.
• TheOpeningandClosingReconciledBalanceoneachAccountmustbepresentedtogetherwithastatementofIncomeandExpenditureoneachAccount.
• NettingofIncomeandExpenditureonanactivityintheAccountspresentedisnotallowed.
o TheyshouldbeshownseparatelywiththeActivityIncomeintheIncomeSectionandtheActivityExpenditureintheExpenditureSection.
• AdditionalclarificationnotestotheAccountsshouldbepresentedwheretheywillaidtheunderstandingoftheAccountsbymembersoftheGroupCouncil.
• TheAccountsshouldincludeaTreasurer’sstatementofaffairsonthestatusoftheGroupAccounts.• Note:anexcelaccountstemplatehasbeendesignedbyScoutingIrelandtoassistGroupsandCountiesinthepreparationoftheiraccountsandreconcilingtheirbankaccounts.ThisisavailablefromtheFinanceDepartmentinNationalOffice.
Summary o Attheendofthefinancialyear/project,makeonelastcallforoutstandingexpensesandreceipts
o Reconcileandcloseissues.Don'tletfinancialproblemsgofromoneyeartothenext
o Payalloutstandingbills.Ofcourseifsomeonehasalateexpensesubmittedafterthefinalfinancialstatementsarepublished,stillreimbursethem.Justrecorditinthenextyearfinancialyear
o Produceanincome/expenditurestatement
o Produceabalancingstatementshowingscoutaccounts,receivables,payablesandalistofequipmentanditsvalue
o PublishIncomeandExpenditureinprescribedformat
o Reviewwiththeteam
o DONOTNETOFFTRANSACTIONS
o SubmitreportstoappropriateteaminScoutingIrelandandcloseoffproject
22
AGM TIMELINES AND ANNUAL RETURNS TO SCOUTING IRELAND
• ScoutGroupsshouldcompleteaccountstotheyear-enddateof31stAugust,andsubmitthemtotheCountyTreasurerby15thOctober.
• Scout Groups shall hold AGM’s and Parents & Friends Informationmeetings before the end of Novemberannually.AnychangesoradjustmentstotheannualaccountsshouldbenotifiedtotheCountyTreasurer.
• County Treasurer’s will ‘independently check’ the accounts submitted and forward them to the ProvincialTreasurerbeforethe15thNovember.
• TheProvincialTreasurerwillreviewallaccountsreceivedandreportdetailsofsametotheNationalTreasurerviatheFinancialControllerbeforethe15thDecemberannually.
• Once received and checked by the Provincial Treasurer a Scout Group is deemed to have submitted theiraccountstotheAssociation.
• AScoutGroup’sAnnualreturniscompletedwhen:o AccountswithsupportingdocumentationhavebeenreceivedandvalidatedbytheProvincialTreasurer.o TheGrouphascompliedfullywiththerequirementsaslaidoutinSID60/10.o ThemembershipdatabasehasbeenupdatedannuallyandQSEdataupdatedbytheGroupLeader.o Paymentof themembership feeshasbeen received inNationalOfficebefore closeof business on the
annualduedate.
• Groupsthatarenon-compliantwiththeAnnualreturnwillbereviewedwiththeProvincialTreasurersandtheNationalTreasurerandfollowupactionswillbeagreedonaGroupbyGroupbasis.
23
ASSETS TheestablishmentandongoingmaintenanceofanassetregisterwillassisttheGroupandCountyinbudgetingforitemsthatwillneedtobereplacedintheScoutyear.
• TheGroupmustmaintainaregisteroftheirfixedassets.Astandardtemplateisprovidedinappendix10.• TheGroupTreasurerandGroupQuartermaster,workingtogether,shouldcompiletheassetregister–i.e.a
listofallfixedassetsownedbytheGroup.• Everyassetwithapurchase/replacementvalueinexcessof€200shouldberecordedontheRegister.• Ascheduleofallitemsofequipmentwithanindividualvalueoflessthan€200mayalsobemaintained.• TheGroupQuartermastermustassisttheGroupTreasurerinensuringthattheAssetRegisteriscompleteand
accurateandthatallassetsaremaintainedingoodconditioninasecurelocation.
Summary • AssetsshouldbemanagedbyQuartermaster• Keepcentrallyandingoodcondition• MaintainanAssetregister(listofallequipmentpurchased)• Planforrenewalorreplacementofequipment–budgetprocess• Personalequipmentvs.national/projectequipment• EnsureadequateInsurance
ASSETS ON THE DISSOLUTION/CLOSURE OF A SCOUT GROUP • InaccordancewithArticle56oftheConstitutionofScoutingIrelandbeforeaScoutGroupisclosedthe
ScoutGroupCouncilmustinformandseekinstructionsastothepropertyofanykind(includingbankaccounts)heldbyorforthatGroupfromtheCountyCommissioner.
• SID58-10istherelevantpolicydocument.
24
TAXES • ScoutingIrelandhasapolicyofbeingfullycompliantwithalltaxlawsandregulations.• AllpaymentsmadebyaScoutingIrelandGroupneedsbecompliantwithtaxrequirementsandwill
includeVATandothertaxeswheretheyshouldbedueinaccordancewithTaxLawsandRegulations.• ScoutingIrelandwillnotassumethetaxliabilityforanyindividual–andallpaymentsshouldbe
madenetofattributabletax.
25
Communication of updates of Finance Handbook UpdatestotheFinanceHandbookwillbecommunicatedthroughanotificationintheScoutingIrelandweeklymailing–thiswillissuetoallScouterswhohaveregisteredtheiremailaddressesonthedatabase.
26
Best Practice Guidelines PowerPointpresentationtobesharedwithScoutGroup/ScoutCountyandProvince
FINANCE BEST PRACTISE
AppendixList No: Item Page 1 RoleofGroupTreasurer 122 RoleofCountyTreasurer 133 RoleoftheProvincialTreasurer 144 Letter to Bank – Group ceasing to Trade 165 Letter to Bank – Change of Address 176A Group Income & Expenditure Accounts
Template 18
6B TreasurersStatement 196C Bank Reconciliation 197 Section Monthly Cash Control Form 208A Section Event Budget Template 218B Group Annual Budget Template 228C Scout County Annual Budget Template 239 Expense Claim Form Template 2410 Asset Register Template 25
27
Appendix 1: Job Description: Group Treasurer TheJob
TheGroupTreasurerisprimarilyresponsibleforthefinancialaffairsoftheScoutGroup.
TermofOffice
ElectedbytheScoutGroupCouncilforatermofoneyear.TheGroupTreasureriseligibleforreelection. Roles
• TreasurerandMemberoftheScoutGroupCouncil• TreasureroftheParentsandFriendsSupportGroup Keyareasofresponsibility
• TodealwiththefinancialaffairsoftheScoutGroup.• ToprepareandpresenttheannualbudgetfortheScoutGroupforapprovalbytheScoutGroupCouncil.• TopreparetheannualaccountsoftheScoutGroupfortheapprovaloftheScoutGroupCouncil.• Tosubmit,inaccordancewithRule168,theannualaccountsoftheScoutGrouptotheCountyTreasurer.• Tosubmit,inaccordancewithRule170,theannualaccountsofanyGroupCampsite/CentretotheNational
Treasurer.• ToworkwiththeGroupQuartermaster/GroupLeadertoensureanuptodateregisterofallGroupproperty
andequipmentismaintained.• Toensure,inconsultationwiththeGroupCouncil,adequateinsurancecoverisinplacetoprotecttheScout
Group’sequipmentandproperty.• ToestablishandmanagetheScoutGroups’bankaccounts.• Toberesponsibleforthesupervisionofthefinancialplanningofandmonitoringofincomeandexpenditure
fromallactivities,eventsetcoftheScoutGroupandallitsProgrammeSections.• TheimplementationandmonitoringoftheapplicationoftheAssociationsFinanceManualwithintheScout
Group.• TocarryoutanyotherfunctionsordutiesasrequiredbytheScoutGroupCouncil. Workingwith
• GroupLeader• ParentsandFriendsSupportGroup• CountyTreasurer
Accountableto
• ScoutGroupCouncilTimecommitment
• MeetingsoftheScoutGroupCouncilandtheParentsandFriendsSupportGroupmustbeattended.• Timewillbeneededforpreparationofthevariousbudgets,accountsanddocumentsrequiredinadditionto
theworkrequiredforthecarryingoutofthefinancialaffairsoftheScoutGroup.Qualifications
• MembershipoftheAssociationinaccordancewiththeRules• CustomisedTraining• FullKnowledgeandunderstandingoftheaimsandpoliciesoftheAssociation• Todemonstrateanabilitytodischargethekeyareasofresponsibility.
28
Appendix 2: Job Description: County Treasurer TheJob
TheCountyTreasurerisprimarilyresponsibleforthefinancialaffairsoftheScoutCounty.
TermofOffice
• ElectedbytheScoutCountyBoardforatermofthreeyears.• TheCountyTreasureriseligibleforreelectionforonefurtherperiodofthreeyears.
Roles
• MemberoftheNationalCouncil• MemberoftheScoutCountyBoard• MemberoftheScoutCountyManagementCommittee
Keyareasofresponsibility
• TodealwiththefinancialaffairsoftheScoutCounty.• ToestablishandmanagetheScoutCountybankaccounts.• Toberesponsibleforthesupervisionofthefinancialplanningofandthemonitoringofincomeandexpenditure
fromtheTrainingandEventsrunbytheScoutCounty.• The implementationandmonitoringof theapplicationof theAssociationsFinanceManualwithintheScout
County.• ToprepareandpresenttheannualbudgetfortheScoutCountyforapprovalbytheScoutCountyManagement
Committee.• TopreparetheannualaccountsoftheScoutCountyfortheapprovaloftheScoutCountyBoard.• ToreceivetheannualaccountsofallScoutGroupsintheScoutCountyfromtheGroupTreasurer.• TosupportScoutGroupsinthepreparationofannualaccounts&otherfinancialmattersasrequired.• TosubmittheannualaccountsoftheScoutCountyandeachScoutGroupintheScoutCountytotheNational
Treasurer.• TosupportallCampsite/CentreManagersintheirScoutCountytoensurecompliancewithRule170.• TheCountyTreasurerwillsupportthefinancialoperationsoftheScoutGroupswithintheScoutCounty.The
supportwillinclude:o ReviewingFinancialprocedures(includingchequesigningprocedures)o MaintainingaregisterofScoutGroupBankAccounts(includesCreditUnion,AnPostaccountsetc)o WorkingwiththeCountyCommissioner/TrainingTeamtoensuretrainingasrequiredisavailabletoand
undertakenbytheGroupTreasurerso SupportingtheGroupTreasurerinthepreparationoftheScoutGroupBudgets.o ReviewingtheannualScoutGroupAccounts.
• TocarryoutanyotherfunctionsordutiesasrequiredbytheScoutCountyManagementCommittee.
Workingwith
• CountyCommissioner• ScoutCountyManagementCommittee• ProvincialTreasurer
Accountableto
• ScoutCountyBoard
Timecommitment
• MeetingsoftheScoutCountyBoard&theScoutCountyManagementCommitteemustbeattended.
29
• Timewillbeneededforpreparationofthevariousbudgets,accountsanddocumentsrequiredinadditiontotheworkrequiredforthecarryingoutofthefinancialaffairsoftheScoutCounty.
Qualifications
• MembershipoftheAssociationinaccordancewiththeRules• CustomisedTraining• FullKnowledgeandunderstandingoftheaimsandpoliciesoftheAssociation• Todemonstrateanabilitytodischargethekeyareasofresponsibility
30
Appendix 3: Job Description: Provincial Treasurer
TermofOffice
• InaccordancewithRule106(f)theProvincialTreasurerisappointedbytheProvincialManagement/SupportTeam.
• TheProvincialTreasurers’termofofficeisconcurrentwiththetermoftheProvincialCommissioner. Roles
• MemberoftheProvincialManagementSupportTeam
Keyareasofresponsibility
InaccordancewithRule110A,thefunctionsoftheProvincialTreasurerinclude:• DealingwiththefinancialaffairsoftheScoutProvince;• ThepreparationofthebudgetfortheScoutProvincefortheapprovaloftheProvincialManagement/SupportTeam;
• ThepreparationoftheaccountsoftheScoutProvincefortheapprovaloftheProvincialManagement/SupportTeam.
• InaccordancewithRule110B,theProvincialTreasurerisresponsibleforthesubmissionoftheannualaccountsoftheScoutProvincetotheNationalTreasurer.
Workingwith
• ProvincialCommissioner• ProvincialManagement/SupportTeam• ScoutGroupsandScoutCountieswithintheScoutProvince• NationalTreasurer.
Accountableto
• ProvincialCommissioner• ProvincialManagement/SupportTeam• NationalTreasurer
Timecommitment
• Thetimerequiredcanbehardtoquantify,butitisinlinewithamanagementposition.• Formalmeetingsneedtobeattendedonaregularbasis.MeetingsoftheProvincialManagementSupportTeam(approximately5or6peryear)mustbeattended.
• Timeisalsorequiredformatterswhichariseandmustbeattendedtoinbetweenmeetings,andinpreparationformeetings,inadditiontothetimerequiredforthespecificdischargeofthekeyareasofresponsibility.
Qualifications
• MembershipoftheAssociationinaccordancewiththeRules.• CustomisedTraining• FullknowledgeandunderstandingoftheaimsandpoliciesoftheAssociation• TodemonstrateanabilitytodischargethespecificareasofresponsibilityassociatedwiththeAppointment.
DutiesoftheProvincialTreasurer
•TheProvincialTreasurerisamemberoftheFinanceSupportTeam.
• TheProvincialTreasurerisresponsibleforestablishingandmanagementoftheProvincialbankaccounts.
31
•TheProvincialTreasurerisresponsibleforthesupervisionofthefinancialplanningofandmonitoringofincomeandexpenditurefromtheTrainingandEventsrunbytheScoutProvince.
•TheProvincialTreasurerisresponsibleforthepreparationoftheannualbudgetforapprovalbytheProvincialManagementSupportTeam.
• TheProvincial Treasurer is responsible for the submissionof theannualbudgetof the ScoutProvince to theNationalTreasurer.
•TheProvincialTreasurerisresponsibleforthereviewandmanagementofexpensesincurredbytheProvincialManagementSupportTeam.
• The Provincial Treasurer is responsible for implementing andmonitoring the application of the AssociationsFinanceManualwithintheScoutProvince.
• TheProvincial Treasurer is responsible formonitoringand controlof assetspurchasedby theScoutProvinceincludingfurnishingNationalOfficewithallrelevantdetailsandaVATinvoiceforinclusionintheAssociationsAssetRegister(forassetspurchasedbytheScoutProvince).
•TheProvincialTreasurerisresponsiblefortheannualreportingtoNationalOfficeinrespectofthestatusofassetspurchasedinthecurrentyearandprioryearsandheldbytheScoutProvince.
• The Provincial Treasurer is responsible for preparing an income and expenditure account for all income andexpenditureaccountedforthroughtheProvincialbankaccountsandreportingtoNationalOfficewithin30daysoftheendoftheAssociationsFinancialYear.
•TheProvincialTreasurerwilleitherprepareaseparateIncomeandExpenditureaccountandcomparisontobudgetforeacheventorcourserunorwillrequiretheorganiserofsucheventtopreparesuchreports.
•TheProvincialTreasurerisresponsibleforensuringtheannualaccountsofanyProvincialCampsite/CentrearesubmittedtotheNationalTreasurerbytheCampsite/CentreManagerinaccordancewithRule170.
•TheProvincialTreasurerisresponsibleforpreparingquarterlybankreconciliationsforeachProvincialaccount.ThebankreconciliationpreparedattheendoftheAssociationsFinancialYearwillbesentwiththeaccountstotheNationalTreasurer.
•TheProvincialTreasurer isresponsibleforanyotherfinancialfunctionsordutiesasrequiredbytheProvincialManagementSupportTeam.
•TheProvincialTreasurerwillsupportthefinancialoperationsoftheScoutCountieswithintheScoutProvince.Thesupportwillinclude:
o ReviewingFinancialprocedures(includingchequesigningprocedures)
o MaintainingaRegisterofScoutCountyBankAccounts(includesCreditUnion,AnPostaccountsetc)
o ProvidingsupporttotheCountyTreasurerinthepreparationoftheScoutCountyBudgets.
o WorkingwiththeProvincialCommissioner/TrainingTeamtoensuretrainingasrequiredisavailabletoandundertakenbytheCountyTreasurers.
o ReviewingtheannualScoutCountyAccounts.
• TheProvincialTreasurerasrequiredwillworkwiththeCountyTreasurertoprovidesupportasappropriatetoScoutGroupsonfinancialmatters.
32
Appendix 4: Letter to Bank – Group ceasing to Operate
Date:
Addressee:
BankName/Address
FAO:AccountManager
Re:GroupName/MainAccountNumber
DearAccountManagerName,
(InsertScoutGroupNumber/ScoutGroupname)holdthebelowlistedaccountnumberswithyourbranch.TheGroupisanentityofScoutingIreland,whoseNationalOfficeislocatedinLarchHill,Tibradden,Dublin16.
Atourregularmonthlymanagementmeetingheldonthe(insertmeetingdate)theofficershavedecidedtowinduptheactivitiesofthe(insertGroupName)witheffectfrom(insertdateofcessationofActivities).
Asthesignatories/OfficersarenotthebeneficialownersoftheGroupallcorrespondenceonthebelownamedAccountsshouldbeaddressedtothefollowingcontactswitheffectfrom(1stdateaftercessation)
TheFinancialController,ScoutingIreland,LarchHill,Tibradden,Dublin16.
Yourssincerely,
ForandonBehalfof:(InsertScoutGroupNumber/ScoutGroupname)
_______________ ___________________GroupLeader GroupTreasurerGroupName: GroupName:
SortCode: AccountNumber: AccountName: AccountType:
33
Appendix 5: Letter to Bank – Change of Group Name Date:
Addressee:
BankName/Address
FAO:AccountManager
Re:GroupName/MainAccountNumber
DearAccountManagerName,
TheOfficersof(InsertScoutGroupNumber/ScoutGroupname)wishtoconfirmthat:
• TheGroupismanagedbyaGroupCouncilwhichismadeupofvolunteermembersfromeachopenSectionintheGroup.
• TherearenobeneficialownersoftheGroup–alldecisionsaremadebymajorityvoteattheregularlyscheduledGroupCouncilmeetings.
AtourregularGroupCouncilmeetingheldon(insertmeetingdate):
• AmotionwaspassedtochangethenameoftheGroupto:InsertName:E.G:72ndDublinScoutGroupO’ConnellSt
PleasethereforechangethenameontheAccountslistedbelowandupdateyoursystemstoreflecttheaboveresolutionaspassed.
Allcheques/Lodgmentscanbeacceptedwhenmadeineitherthenameof:
72ndDublinScoutGrouporO’ConnellStScoutGroup
Trustingtheaboveisinorder.Shouldyourequireanyfurtherdetailspleasecontacttheundersignedbyreturn.
Yourssincerely,
ForandonBehalfof:(InsertScoutGroupNumber/ScoutGroupname)
_______________ ___________________GroupLeader GroupTreasurerGroupName GroupName
SortCode: AccountNumber: AccountName: AccountType:
34
Appendix 6A: GROUP INCOME AND EXPENDITURE ACCOUNT
Enter Group Name
Statement of Income and Expenditure 01/09/2013 - 01/09/2014
31/08/2014 31/08/2013 Opening Bank Balances € € 1 AC1 - - 2 Cash in-hand - - Total Opening Balance - - Income Income from Membership Fees - - Fund Raising - - Donations - - Grants - - Other Income (events and other) - - - - Expenditure Membership Fees Paid to National Office - - Amounts Paid to Counties or Provinces
- -
Programme Costs - - Training Costs - - Administrative Costs - - Den Costs - - Other Expenses (events and other) - - Volunteer Expenses - - - - #VALUE! Surplus (Deficit) - - Closing Balances 1 AC1 - - 2 Cash-in-hand - - Total Closing Balance - -
Bank Reconciliation
Bank statement
balance
Unpresented cheques /
lodgments
Prior period Unpresented
cheques / lodgments
Closing reconciled
balance
1 AC1 0.00 0.00 0.00 0.00 2 Cash in-hand 0.00 0.00 0.00 0.00
Total Closing Reconciled Balance 0.00
35
APPENDIX 6B: GROUP TREASURERS STATEMENT
Treasurer’sStatementIhavesupervisedtherecordingofthetransactionsinthefinancialrecordsoftheGroupandtothebestofmybeliefandknowledgethetransactionsrecordedarecompleteandaccuratelyrecordedinthebooksoftheGroup.
Ihavepreparedtheseaccounts,asTreasureroftheScoutingIreland[Group],fromthetransactionsrecordedinthebooksoftheGroupandtheinformationprovidedtomebytheScouterswithintheGroupand,asfarasIamawareandbelieve,theaccountsareatruereflectionoftheGroup’sfinancialtransactionsduringtheyearandoftheGroup’sfinancialPositionattheyearend.
Treasurer
DD/MM/YYYY
36
APPENDIX 6C: BANK RECONCILIATION TEMPLATE
*shouldbepresentedtotheGroupCouncilasanappendixtotheAccounts;asproofofthefundstherein.
€Date:BalanceperAccounts Chequesoutstanding(paidbutnotinbankstatement)
...... 0
...... 0
...... 0 0 0
Lodgmentsoutstanding(lodgedbutnotinbankstatement)...... 0...... 0...... 0
0 0Chargesnotreflectedinaccount 0 (0)
BalanceperBankStatement
37
Appendix: 7: Section Monthly Cash Control Form
Group Name:
Monthly Section Control Form
Date / Month: Section:
Opening Balance from Prev Month: €
Group Income Date Membership
Subs Programme
Events Uniform Fundraising Other TOTAL
TOTAL Received
0 Section Expenditure
Date Programme Expense Details TOTAL
TOTAL Section Expenditure
0
Amount transferred to Group Treasurer
Signed: Closing Section Balance C/Fwd
0
Section Leader
Group Treasurer
38
Appendix 8A: Section Programme Event Budget Template Group Name:
Section Event Budget Template ListGroupandCountyEventstobeattended DateofEvent From: To: Event: Theoverallcostofattendingeacheventmustbelistedunderthefollowingheadings €
transport
Accommodation
EventFees
Food
ProgrammeCost
Contingency(minimum10%)
Other
TOTALEventCost A € ListIncomesourcesforeachevent €
no.attendingCostperYthMember TOTAL
YouthMembercontributions 0
Sectionprogrammeallocation
GroupContributiontotheevent
Donations
TOTALEventIncome B €
(Deficit)/Surplus (A-B) Signed: SectionLeader: Date GroupTreasurer: Date
• Aseparatebudgetmustbesubmittedforeacheventcostingmorethan€500.00 • Thebudgetshouldbepreparedonabreakevenbasis-anyshortfallmustbeexplained • Thebudgetshouldbepre-approvedbytheGroupTreasurer
39
Appendix 8B: Group Overall Annual Budget Template Group Name:
Group Annual Budget Template
Previous Year Comparatives € %
CountyFees ScoutingIrelandMembership Training Administration NationalCouncil WebSiteCosts Postage/Stationery/Telephone DenInsurances ESB/HeatingCosts Other Rent Equipment DenCosts ProgrammeSections DenDevelopment Other
TOTAL A - 0.00% 0 0.00%
FinancedBy
AnnualRegistration NationalOfficeRebates
SectionProgrammesurplusc/over CorporateDonations VECGrants
OtherGrants Fundraising
OtherIncome
TOTAL B 0
Notes
• TotalAandBshouldagree • • • Aimistobreakevenonanannualbasis-oratleastmakeasmallsurplus
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Appendix 8C: Scout County Annual Budget Template Scout County Name
Scouting Ireland
Draft BUDGET for Year: Amount % Programme Beavers Cubs Scouts PhoenixCompetition Venturers VenturerExplorerBelt Rovers 0 CountyTeamTravel 0 Administration Postage Telephone Stationery BankInterest&Charges Miscellaneous MeetingCosts 0 NationalEvents/Conferences FoundersDay NationalCouncil Other 0 Training/GroupAssistance 0 CountyDevelopment Other
TOTALBudget A 0 0%
FinancedBy: NationalOfficeRebatesreceivedinpreviousyear WTSTrainingCourses Other Balancetochargeouttogroups TOTALS B 0
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Appendix 9: Expense Claim Form: Scouting Ireland Expenses Claim Form
Name - Department / Section: From: To :
MileageExpenses Date From To Miles/KM's PurposeofTrip Cost
TotalKM's - rateperkm 0.2175 €0.00 TotalMiles ratepmile 0.35 €0.00YTDClosingMiles/KM's(LastClaim) TotalPayable €0.00
Accommodation&MealExpenses Date Location Item ReceiptNo. Purpose Cost
€0.00Parking;Bus&RailTickets
Date Item ReceiptNo. Purpose Cost €0.00PhoneBill
Month ServiceProvider ReceiptNo. Details Cost
PhoneBillAttached -withcalls analysed €0.00OtherExpenditure
Date Item ReceiptNo. Purpose Cost €0.00
SummaryofExpensesClaim TOTALMileage €0.00
Accommodation&Meals €0.00
Parking,Bus&RailTickets €0.00
PhoneBills €0.00
OtherExpenditure €0.00
€0.00BankAccountDetails CurrentPostalAddress: AccountName BankSortCode AccountNumber Iconfirmthattheaboveexpenseswereincurredwholly,necessarilyandexclusivelybymetodischargemyroleinScoutingIrelandandthatIhaveendeavour
toachievethebestvalueformoneyineachitemclaimed.
ClaimantSignature: Approved: NamePrinted: Chq/EFTNo Date Date
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Appendix 10: Asset Register ExampleAssetRegister
Listoutallassets(equipmentetc)over€200purchasedandheldbytheScoutGroup.ThisschedulemustbepresentedatleastannuallytotheGroupCouncil;preferablyattheAGMtogetherwiththeAccountsoftheScoutGroup.
DatePurchased
Quantity Description CategoryFixtures&Fittings
EquipmentOther
ReplacementValue
DateSoldorDisposedof