Some tips and hints:

  • some of the more important things to remember in keeping books
    • be accurate
    • keep them current
    • do every monthly reconciliation
    • if you are out of balance when you do the reconciliation look for the error right away and correct it
    • carry over the running balance for every entry
    • if you are uncertain of what to do ask for help from your District/Division treasurer or take a training
  • be certain that you have a back up of all electronic records
  • print off your electronic files once a month and keep in a safe place
  • have a specific place to keep all the bookkeeping materials - a file drawer, a box, an expanding folder - where you can keep all receipts, statements, cancelled cheques and finacial record keeping forms
  • do not leave your reports until the last minute
  • be aware of how critical all financial deadlines are as they all impact the next levels deadlines
  • if you cannot meet the time constraints of the job talk to your co-leaders or Commissioner right away to get help or pass the job to another Guider
  • always remember that this is a very important role

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Financial Training

Self Evaluation - answer the questions and see how you are doing!

1.   If you are selling chocolate mint cookies and a customer asks for sandwich cookies (which you just happen to have a case of) and you sell the cookies where do you deposit the funds?

2.    If you have excess funds of $10.00 per girl after a camp what do you do with the money?

3.    Who approves fundraising activities?

4.    You have a deposit of $400.00 to enter. $100.00 was from a Tupperware Party fundraiser, $50.00 for late spring cookie sales, $200.00 for a camp which your Unit is orgainizing and leading for another Unit, and $50.00 from a Community Centre for vouchers paid to parents for volunteering to raise funds for youth activities and to be applied to Membership fees. Which columns do you use to record the funds?

5.    You have purchased a variety of crafts supplies at a sale that will last the year and allow your Unit to do a variety of crafts for the year. Where will you record the expense?

6.    You have purchased supplies to make chocolates and candies with the girls. This will be a fun craft night for the girls and the product will be sold at a bazaar hosted by your District. At the bazaar there will be fun activities for the girls, a chance to meet the parents, and a social with tea and cakes for everyone. This is a big event for your District. Where do you put the money?

7.   You have rented tents to be used as a camp prep activity for one extra night. You are heading for camp and want to make sure you and the girls know how to pitch the tents so you are spending one night becoming familiar with tents. This will meet some of the program requirements and make the camp easier to set up. Where do you record the expense?

8.  You are working on a specific craft to complete a badge (outlook). Where do you record all the expenses?