Managing a unit’s finances is a vital part of running a unit – as well as a legal requirement! However, it’s not something everyone is comfortable doing. On this page we’ve included some helpful information for those responsible for managing unit accounts.
Please do not struggle with your unit accounts alone, there is lots of support out there!
If you need help, ask your Division commissioner or contact the county Staffing, Finance & Risk Team by emailing us on treasurer@girlguidingleeds.org.uk.
Girlguiding Finance Policy
Following the Girlguiding Finance Policy is a requirement of all volunteers. It outlines the responsibilities for all volunteers in Girlguiding who manage funds and keep financial accounts, and contains everything you need to know about managing your unit or level accounts.
It is important you are aware of any updates to the policy and make any changes as necessary to ensure you continue to comply with the requirements. So, look out for announcements in Girlguiding’s regular communications.
Girlguiding Finance Policy
Some key information from the policy, which include changes made in the last few years, include:
- Two of the three (minimum) signatories on a bank account need to agree and authorise all payments in advance of a purchase, but only one signatory needs to make a transaction at the point of purchase. You must never make a payment without another signatory approving it in advance.
- Debit cards are permitted, but not credit cards, but the process in the policy must be followed.
- Online banking that allows one person to make a payment is permitted, but the necessary process within the policy must be followed. Any payment like this MUST have written documentation as to the dual approval before it is paid. For example a simple, signed dual authorisation form added to your accounts to show the lines of accountability, or an email chain that shows this accountability should it ever be called into question. This is to cover your own back as well as making sure we’re following Girlguiding policy and the Charity Commission requirements. We have created a simple dual authorisation form that units can use.
Responsibility for Financial Record Keeping
It is the responsibility of the Unit Leader(s) to ensure that the correct financial records are maintained throughout the year for a unit, and that funds are kept in an appropriate bank account.
It is the responsibility of a Commissioner to ensure that the correct financial records are maintained throughout the year for a Division/County, and that funds are kept in an appropriate bank account.
However, in all of these cases, the day-to-day managing of the accounts can be delegated to another individual. This person should be recorded as an Administrator on GO and must complete the required recruitment checks.
Unit Budgets
Here are some examples of unit budgets which may help you as a starting point if you are struggling:
If you would like a copy in an excel format, please contact the county office on admin@girlguidingleeds.org.uk.
Annual Accounts Audit
As we are part of Girlguiding we are an excepted charity, this means we are required to follow the Charity Commission rules and regulations as well as the Girlguiding Finance Policy. This means each of our units and Divisions operate as individual charities and it is a legal obligation for each of those units and levels to maintain proper accounting records. This includes getting them verified by an independent reviewer each year and submitting your signed summary sheet to your commissioner along with the Reviewer’s Checklist.
Girlguiding has an excellent spreadsheet which is a really simple way to keep your records and produces the required year end reports with no additional effort. We highly recommend it.
For more information or to download the accounts spreadsheet, visit the Managing Unit Funds & Accounts page on the national website.
It is the responsibility of Commissioners to check that the levels below them have completed their annual accounts.
Unit finances | Girlguiding.
For a number of years in Girlguiding Leeds we have had a more robust Accounts Audit, gathering details of the units bank accounts, cash assets, etc as well as confirming that the accounts have been completed.
These forms are emailed to Division Commissioners, but units may like to down load the blank version of the sheet and complete their information and send it to their Commissioner ready to be added to their Division’s audit sheet.
More information in this document.
