Where to go for more information:

 

The Standard Financial Reporting Manual - page 1-1 to 1-2

POR - section 5

Treasurer for your District or Division

Commissioner

Training team

 

 

 

 

 

 

 

 

 

 

 

 

 

Policies and Procedures

In your Standard Financial Reporting Manual the policies are listed at the front of the manual.

Each Unit should have a current copy of the Standard Financial Reporting Manual and a current copy of Policy Organization and Rules (POR) ( available at all Girl Guide Stores). The person responsible for the books for any Unit, District or Division should review the sections on finance policies and procedures and ensure that they understand them and are prepared to follow them.

All of these policies and procedures are prepared at the National Level and are to ensure that GGC is in compliance with government regulations for non-profit organizations accounting standards.

These procedures are necessary because all funds are public funds.

An Area can require additional information or reporting. This training will not cover any Area specific requirements. Please check with your commissioner or Area office for specifc requirements that are in addition to the requirements for National.

Policies

• All funds must be deposited into a bank, credit union, or trust account in a timely manner.
• All accounts must have the name Girl Guides of Canada on the account with the Unit, District, or Division name appearing as well. (e,g Girl Guides of Canada, 1st ABC Brownie Unit, XYZ District)
• No funds, at any time, can be deposited into a personal account unless it has been approved by National Council.
• All cheques must be signed by two signing authorities; all bank accounts must have at least two signing authorities.
• All signing authorities must be approved by the concerned Council or Committee and must be motioned in the minutes of the concerned Council or Committee.
• All books must be kept up to date.
• All units, districts or divisions must provide a financial report to the concerned Council or Committee on request.
• All books must be reviewed at least once per year by a reviewer. Reviewer must be approved and motioned in the minutes of the concerned Council or Committee.
• When the responsible Guider for a set of books resigns the books must be reviewed.
• When a Unit or committee disbands the complete financial records must be turned into the Commissioner

Procedures

• All money must be deposited in entirety – no funds can be spent without first depositing it into the bank.
• All expenditures must be paid by cheque or by maintaining a petty cash (see the finance manual for petty cash requirements)
• No blank cheques should be presigned
• All bank accounts must provide a monthly statement and return cancelled cheques.
• All cheques must have documentation to show what the expenditure was for (suppliers invoice, or other documentation).