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MONEY, MONEY, MONEY

MONEY, MONEY, MONEY. Chapter Cash Turn In. Cash Turn In Form. Please find your turn in form so that we may go through it line by line

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MONEY, MONEY, MONEY

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  1. MONEY, MONEY, MONEY Chapter Cash Turn In

  2. Cash Turn In Form • Please find your turn in form so that we may go through it line by line • This is additional information to assist in completing the Cash Turn In form. You will need to submit the Cash Turn In Form and the Membership Reports along with all money and receipts.

  3. Cash Turn In Line by LineEvent Revenue • Enter the number of Ordeal candidates. The fee includes dues for the current year. If you collect for the next year’s dues, you will need to change the fee from $38 to $48. Include those who paid fees via pre-registration. • Enter the number of Brotherhood candidates. No dues are included in the fee. Include those who paid fees via pre-registration. • Enter the number of non-candidate members. No dues are included in the fee. Include those who paid fees via pre-registration. • Enter the number of single meals purchased and the fee amount • Enter the number of Vigil Breakfasts and the fee amount

  4. Cash Turn In Line by LineEvent Revenue (cont) • Enter amount of membership dues collected (not including ordeal fees) Include 2 separate Membership Roster forms – one for the Ordeal candidates, indicating the proper year in “DUES PAID UNTIL DECEMBER 31, _____” at the bottom, and one for the additional dues collected. • Office use only • Enter the total amount sold (not the cost) • Enter the total amount sold (not the cost) • List other revenue • List other revenue • Total lines 1-11.

  5. Cash Turn In Line by LineEvent Expenses • Enter the amount from line 30 below. • Enter the amount from line 34 below. • If you received a cash advance, enter the amount. • Enter the amount of food expenses • Enter the amount of program expenses, citronella, etc. • List other items, enter the amount • Total lines 13-18. • Line 12 minus line 19. This is the amount of profit or loss for your event.

  6. Cash Turn In Line by LineReconciliation of Funds • Enter amount from line 12 • If you used the Council Offices for pre-registration, enter the amount paid at those offices. This will be from copies of receipts or a report provided. • Line 21 minus line 22. This amount should be equal to the amount collected at your event. • Amount paid out at event. Receipts must be attached. • Enter any unexplained variance. • Total lines 23-25. This is the total amount of money in cash and checks collected at your event and turned in with this form. Be sure to use page 2 of this form to reconcile all cash and checks. This amount should be deposited to your Chapter Escrow Account. Enter your Chapter Name and Escrow Account number. Chapter Escrow Account numbers can be found on the Cash Turn In Sheet Instructions.

  7. Cash Turn In Line by LineAllocation of Payment to Lodge • Same as the number of Ordeal candidates from line 1 • Same as the number of Brotherhood candidates from line 2 • Amount from Part 2 of the Trading Post Supply form. • Total lines 27-29.This amount is to be transferred from your Chapter Escrow Account to the Lodge Trading Post Account. • Enter number from line 6 • Enter the number from line 1 (if you collect the following years dues you will need to adjust the amount from $5 to $15. • Other • Total lines 31-33.This is the amount to be transferred from your Chapter Escrow Account to the Lodge Dues Account.

  8. Cash Turn In • ALL MONIES MUST BE TURNED INTO THE COUNCIL OFFICE WITHIN 5 DAYS OF EVENT • Be sure to complete the cash reconciliation on the separate tab. This asks you to list all checks separately. Please put your chapter account number in the memo line of the check. • Total deposit on this sheet should match the amount on line 26 on the cash turn in form.

  9. Chapter Escrow AccountsWHY? • Easier to track your finances if used correctly. • Allows you to see all money received and spent from your account. • Better tracking of payments to the lodge of dues and trading post from event weekends

  10. Did you know? • Every chapter has an escrow account at the council office. • You can access your chapter account from any service center. • Any service center can give you the balance of your account. • You must have minutes from your chapter meetings to withdraw money from your accounts showing the youth have approved the expenses.

  11. Escrow Accounts

  12. How do we get money into our account? • Money is taken to any council service center and deposited into your chapter escrow account • Where does it come from? • Event fees • Trading post sales • Chapter Fundraisers • Donations

  13. What can money be used for? • Food costs • Program supplies (citronella, wicks, candles, etc.) • Ceremony supplies and regalia • Patches • Awards • T-shirts • Any chapter approved purchase

  14. How is money taken from our account? • A transaction can be done to move money from your account to the lodge accounts to pay for dues and trading post items. • A check request can be made to the council to withdraw money with approval from the chapter to pay for food, t-shirts, etc. This request must be signed by person requesting the check and the staff advisor (Jean Manka) and must be accompanied with chapter minutes approving the expense.

  15. Good things to know • If you have completed your membership rosters completely, there is not need to have the offices enter individual names on receipts or for filling out individual dues sheets. • Please make sure you list your chapter name and event in the remarks column.

  16. Do I need to fill out dues sheets? • The dues will be entered from the event membership roster for individuals listed. • If you are making dues payments at other times of the year, please use the dues sheets for individual turn- ins. • If several members are paying dues at one time you can use a membership roster form to turn in their information.

  17. Keeping Info Accurate • If possible, please email the cash turn in sheet and membership rosters to juearl@crossroadsbsa.org in electronic format. • Helps to insure that all paperwork is received for membership entry. • Information will be received faster and reduces loss of paperwork while traveling from office to office.

  18. Contact • If you have additional questions or need more help in understanding the cash turn in process, please call Judy Earl at 812-232-9496, ext 10 or email juearl@crossroadsbsa.org

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