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.
Each year, Girlguiding charge each of its members an Annual Subscription (membership fee) to run the charity on a national level. Each Region, County, Division (and Districts if there are any) may also add a levy each year to help them run at that level. The invoices are created in February and should be paid straight away.
Annual subscriptions for 2025 are:
National: £33.00
North East England: £8.00
Leeds County: £10.00
TOTAL: £51.00 + any division levy
For Division levy amounts, please check with your local commissioner.
As an excepted charity, being part of Girlguiding, 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 new 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.
The Girlguiding Finance Policy was last updated on 25 September 2021 and contains everything you need to know about managing your unit or level accounts.
Changes 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 now permitted (not credit cards) provided they follow the above process.
Online banking that allows one person to make a payment is now permitted (again provided they follow the above process).
Any payment that is being carried out by one person 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.
Girlguiding Finance Policy.
County grants
Helping Hands Grant
We are aware that there are girls and young women in the county who are not able to take part in some Guiding activities, or join a unit in the first place, because of their family’s financial circumstances. We are also aware that in some areas a whole unit can be disadvantaged because of the demographic of the local area it serves. We have therefore made a Helping Hands Grant available to support these members.
Applications can be made by a Unit Leader for an individual young member, or on behalf of a unit as a whole where the unit is in an area of deprivation or there are extraordinary circumstances.
Grant Information
Unit Application Form
Individual Application Form
International trips grant
This grant is to support those selected by region or Girlguiding nationally to attend an international trip – please complete the individual application form above to apply.
International Trips Grant Policy
As well as County grants, there are also a number of grants available from Girlguiding on a national level. These include a grant for those working towards their Travelling Abroad module of the Going Away With licence, the UK units in need grant and Accessible Guiding Grants. Visit the national website for the latest information and details on making an application.
National grants and funding page.
External grants and donations
There are a number of external organisations that offer grants. Have a look at the doing good Leeds website for grants that are currently available. You will need to have a look at the criteria to see which are relevant to your circumstances. Please contact the Girlguiding Leeds Finance, Staffing & Risk Group at treasurer@girlguidingleeds.org.uk if you need any help or advice.
https://doinggoodleeds.org.uk/sources-of-grant-funding-for-voluntary-and-community-groups-in-leeds/
Gift Aid
Discover how Gift Aid could raise more money for your unit – at no cost to your supporters Gift Aid | Girlguiding
We have also produced a step by step guide on the gift aid process
– Find it Here
Responsibilities
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, etc.
It is the responsibility of a Commissioner to ensure that the correct financial records are maintained throughout the year for a District/Division/County and that funds are kept in an appropriate bank account, etc.
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 carry out the required recruitment checks.
Unit Accounts Process
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 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.
