Where to go for more information:

The Financial Manual - page 1-4 and 6-1to  6-2

Things to be aware of:

• It is important that the spreadsheet be completed as accurately as possible and in a timely manner
• If you have a regularly occuring expense or revenue that there is no column for you can add a column or replace a column that you will not be using
• If you collect funds for an activity, special event or camp than all expenses for that event should be recorded under the active living, special event or camp column - even though it might be craft materials, or expenses for an arts trainer.
• If you are uncertain as to where to record an expense or revenue check with your Distrct/Division Treasurer

 

Financial Record Keeping Form

• The spreadsheet is used to record all transactions that involves money and is available through all GGC Shops.
  
  
• Deposits (Revenue)
  • All deposits are entered under the Bank Deposit Column and under the appropriate Revenue column
  • If a deposit includes more than one type of Revenue allocate the total for each revenue to the appropriate categories on the same line
• Cheques (Expenses)
  • All cheques are entered under the Bank Cheques column, as well as under the appropriate Expense Column.
  • If a cheque includes more than one type of expense allocate the total for each expense to the appropriate categories on the same line
• The date must be entered on the spreadsheet for each entry
• The running balance must be completed for each entry and should equal your reconiled bank balance.

Below is an explanation of what types of expenses and revenues should go under each column.

Petty Cash - all cheques issued for a petty cash fund

GST - use this column to split out the GST on all expenses so the total is readily available if you wish to claim for a refund

Weekly Dues - record all amounts collected for dues (Note: not all Units collect dues weekly but prefer to collect them monthly, biweekly, quarterly etc. but all dues would still be recorded in this column).

Membership Fees - record all expenses and revenue for membership fees. The total amount collected will go into the revenue column, and the total amount paid out to District/Division/Area/Province/National will go into the expense column. The difference will be the amount of the membership fees that will remain in the Unit.

CWFF - Canadian World Friendship Fund - all units should be collecting for the CWFF (the suggested amount is $1.00 per member) and all funds must be passed on to the Area before the year end.

Spring Cookies - includes any funds raised through selling the sandwich cookies. Even if you have not sold all of your cookies you must pay for all of your cookies and record that amount under the expense column. As the cookies sell, even a couple months later, the money will be recorded in the spring cookies revenue column.

Fall Cookies - includes any funds raised through selling the chocolatey mint cookies. Even if you have not sold all of your cookies you must pay for all of your cookies and record that amount under the expense column. As the cookies sell, even a couple months later, the money will be recorded in the fall cookies revenue column.

F/R Expense - any Expense incurred in order to do fundraising other than cookies.

Approved Fundraising - any revenue received as a result of fundraising other than cookies.

Crests - under revenue you will record any funds received for crests that you sold, and under expenses you will record any costs for crests (not program badges) that you purchased.

Administration - any costs required to administer Guiding - phone bills, postage, paper, photocopies, etc.

S/C and Interest - under revenue you will record any interest paid on your bank account(s) and under expense you will record any service charges that you are charged by your bank. You should try to find a financial institution that does not charge a service charge for non-profit groups (talk to your bank representative).

Donations - includes any funds given to the Unit for no specific purpose. This will include any extra money collected from selling cookies, money that you offered to refund to parents that was refused, and any out right donations. A Unit cannot issue a receipt for a donation. If the person wishes to make a donation to your Unit and requires a receipt, the donation must go to the appropriate level (Area or Provincial level) to issue the receipt. The donor can make the donation to GGC and designate it to the specific Unit/District/Division that they want the funds to assist. The Area or Provincial office will issue the receipt, deposit the funds, and then issue a cheque to the designated body. The Unit will then enter the funds under revenue, donations column.

Training - any revenue or expenses for a training. Guiders who attend necessary trainings where a charge is incurred should be reimbursed and the expense recorded under training. If a Unit or Council puts on a training and has a charge to cover expenses the revenue would be recorded under training.

Camp and Camp Fees - includes all expenses and revenue related to a camp. These expenses could include crests, craft supplies, rental of the site and equipment, groceries, mileage if applicable, hiring a bus, and any other expenses directly related to the camp. The exception would be program related badges.

Active Living - includes any active part of the program – from going on an outing, going to a park, having a dance instructor in, etc. Anything you can think of that adds to the fun and active part of our program.

Special Events - includes any special events, such as parties, enrollments, changing branches ceremonies, Thinking Day events, year end wind ups, etc.

Music/Arts - includes any portion of the program for music and arts delivery - from supplies, to expenses for an arts trainer to come out to the Unit, to buying books and kits.

Gifts, Awards, Badges - will include anything that you purchase as gifts, any awards such as service stars, thanks pins and merit awards, and badges for program and badge/outlook/challenge work. Units sometimes have to pay the Division or District for awards that they ordered and were billed to the Division or District – the cheque will still go under this column.

International - includes any funds collected or disbursed for international activities. This could include working on the shoe boxes, covering expenses related to having someone in to discuss an international aspect of the program. It would not include international travel for a unit –this should be kept separate for all accounting records.

Program - includes any expenditures for general program supplies – pens, pencils, crayons, skipping ropes, books to supplement the program, etc. could be included here.

Supplies - includes anything that does not really fit into any other category – this could include first aid supplies, or other items that are not really for program, arts, active living or camp.

Members Assistance - can be extended to girls and adult members and could be for uniform assistance, registration costs that you do not want to waiver, babysitting for a leader who cannot attend because of other children, etc.

Travel - includes any expenses related to travel for Guiding functions – this could include travel expenses to attend a meeting or activity.

Other - includes any expenses that do not fit into the above categories