QUEENSLAND BRANCH POLICY ON ACCOUNTING PROCEDURES … · Queensland Branch Policy on Accounting...

Queensland Branch Policy on Accounting Procedures for Formations

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QUEENSLAND BRANCH

POLICY ON

ACCOUNTING PROCEDURES

FOR FORMATIONS

APRIL 2013


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INDEX PAGE NUMBER

1. Foreword ....................................................................................................................................... 3

2. Structure of the System ................................................................................................................. 4

3. Budget ........................................................................................................................................... 5

4. The Cash Book .............................................................................................................................. 5

5. Cheque Accounts .......................................................................................................................... 6

6. Group Debtor Accounts ................................................................................................................ 8

7. Expenditure ................................................................................................................................... 8

8. Petty Cash ..................................................................................................................................... 9

9. Bank Reconciliation .................................................................................................................... 10

10. Additional Bank Accounts ......................................................................................................... 11

11. Audit Requirements ................................................................................................................... 11

12. Annual Financial Return ............................................................................................................ 12

13. Grants…………………………………………………………………………………………...13

14. Fix Assets and Equipment List .................................................................................................. 14

15. Resources……………………………………………………………………………………….14

16. Insurance………………………………………………………………………………………..15

17. Branch Development Fund ........................................................................................................ 15

18. Goods and Services Tax (G.S.T) ............................................................................................... 16

APPENDICES

1. Budget……………………………………………………………………………..…....17

2. Receipts .......................................................................................................................... 18

3. Cash Book Record ......................................................................................................... 19

4. Income Cash Book Record Sheet ................................................................................... 20

5. Expense Cash Book Record Sheet ................................................................................. 21

6. Petty Cash Record .......................................................................................................... 22

7. Cheque Payment Requisition ......................................................................................... 23

8. Branch Invoices.............................................................................................................. 24

9. Branch Debtor Account Statement ................................................................................ 30

10. Account Enquiry Form................................................................................................ ...31

11. Payment Summary Form.................................................................................................32

12. Statement of Receipts and Expenditure…………………………………………………33

13. Letter of Tax Exempt Status…………………………………………………………….34


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1. FOREWORD

The Scout Association of Australia, and indeed all National Scout Organisations in the World, relies

heavily on volunteer support at all levels.

Nowhere is this more important than at Group level. All of the planning, instruction, training and

administration which take place in Branch, Region or District and Group are of no avail if the end

result does not achieve better Scouting for our Youth Members.

There are many types of support. Group Leaders, as the focal point of any Group, rely heavily on

the many parents and supporters who continue to give so much to the success of this Branch, and

without whom they could not function.

One important aspect of any organisation is, of course, finance - and this booklet is intended to give

assistance in this area.

Queensland Branch Scouting Instructions (QBSI) should be read in conjunction with this booklet.

The forms and instructions herein are simple and effective, and if followed will provide all that is

needed by Group and other Formation Treasurers, both to account for all finance and in reporting to

Branch Headquarters.

Treasurers are encouraged to discuss all financial matters with the Treasurer in the next leading

Formation e.g. District, Region etc.

If you have any further questions, please contact the Finance Section of Branch Headquarters, as

they would be most pleased to answer any inquiry regarding procedures to Group/District/Regional

finances.

KIRSTY M. BROWN OAM

CHIEF COMMISSIONER OF QUEENSLAND

11 April 2013


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2. STRUCTURE OF THE FINANCE SYSTEM:

All Formations must keep a record of Receipts and Expenditure in accordance with the policy of

Scouts Queensland. The items that a Formation is acquiring ultimately are called the ASSETS of

the Group.

These are assets of Queensland Branch but for accounting purposes these could comprise:

- Buildings

- Property

- Equipment

- Cash

- Investments

- Vehicles etc.

The monies that flow into a Formation from any source are termed INCOME (or receipts) of the

Formation.

These could comprise: - Membership Fees

- Campsite Levies/Fees

- Interest on Investments

- Donations

- Scout Job Month Receipts

- Fund Raising Receipts etc.

The monies that flow out of a Group/Section are termed EXPENDITURE (or payments) of the

Formation.

These could comprise: - Bank Charges

- Campsite Levies/Fees

- Fundraising Expenses

- Loan Repayments

- Purchase of Assets

- Maintenance of Assets

- Payments of Fees to Branch etc.

The principle to be followed is simply this –

The rest is comparatively simple.

The prime documents to be used are: 1. Receipt Book

2. Bank Deposit Book

3. Cash Books - Income

- Expenditure

4. Invoices for goods or services purchased

5. Cheque Requisitions

6. Cheque Book

7. Asset Register

8. Petty Cash Book NB: Some Groups may have access to computerized Cash Books or Accounting Software. In this case the use of

Manual Cash Books can be eliminated, provided hard copies of reports are retained for audit purposes and

back-ups are undertaken on a regular basis.

“CAPTURE THE DETAILS WHEN THE TRANSACTION HAPPENS AND

RECORD IT CORRECTLY IN THE APPROPRIATE PLACE.”


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3. BUDGET

The formation, as well as each section is required to prepare budgets at the beginning of each

financial year, estimating the income and expenditure for the year. At regular intervals actual levels

of income and expenditure should be compared to budgeted levels to highlight large variances,

check on available funds and to monitor performance. (Refer to Appendix 1 for a budget template)

4. THE CASH BOOK – A METHOD TO RECORD THE GROUPS

INCOME AND EXPENDITURE.

INCOME:

When any item of income is received, write a receipt as soon as possible (APPENDIX 2) using the

official receipt book and the Scouts Cash Book (APPENDIX 3) available from the Scout Supply

Centre. Give or post the receipt to the person or organization from whom the monies were received.

Please note that in the case of receipt of cash, whenever possible, two officers should be present

when counting the cash.

Step 1

Each Receipt will contain the following details:

1. Receipt Number

2. Date

3. Name of Person/Firm from whom the money was received

4. Amount received, shown in both words and figures

5. Nature of payment – Cash/Cheque/Money Order

6. Name of Committee/Mob/Pack/Troop/Unit/Crew

Step 2

Enter the receipt details into the Cash Book (APPENDIX 3) taking from the duplicate in the receipt

book, the following information:

Date of Receipt

Details (from whom received)

Receipt Number

Amount

* Dissection (what money is received for)

* Dissection - Enter the information about the type of Receipt into the

appropriate column or columns of the Dissection of Receipts section

of the Income Cash Book. (APPENDIX 4).

Where the income received does not apply to any dissection column, enter the amount in Sundries

and write alongside details of the receipt.

Step 3

As often as practicable, but at least weekly, bank all monies received.

Enter the amount of the deposit in the Bank deposit column of the Cash Book.

This amount should equal the total of receipts since the last banking.

Every attempt must be made to find any discrepancy.

As a last resort if all attempts fail to find it the following should occur.


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Should the amount not equal the total of receipts –

(i) If excess to receipts - receipt should be written for balance, amount of excess written into

receipt column, and also into dissection of Receipts Section in appropriate Column. If type

of receipt is not known, enter into Sundries Column.

OR

(ii) If less than receipts - amount should be deducted from receipt column and from appropriate

dissection column. If details are not known, amount should be deducted from Sundries

Column.

A note should be made in Cash Book by way of explanation of the reason for the excess or

shortage,

Where the payment made does not apply to any dissection column, enter the amount in Sundries

and write alongside the type of payment.

Step 4

At the end of each month, add up each column in the dissected section and cross total this section

(add up column totals).

Add up the receipts amount column.

These two figures should agree –

i.e. Total Receipts = Total dissections.

(If not, check that details of receipts have been dissected correctly into the appropriate column

(columns), or Sundries Column.

The total of receipts should also equal total of deposits, if all banking has been done.

Step 5

Perform a Bank Reconciliation as explained in the section on Reconciliation.

5. CHEQUE ACCOUNTS:

Paying all bills by cheque offers several advantages, notably:

- The chequebook provides a record of cash paid out;

- Cheques can be sent safely through the mail; and

- Lost or stolen cheques can be “stopped” so that no payment is made.

A cheque account, if used, must be ordered in the name of:

The Scout Association of Australia,

Queensland Branch Inc.

…………………….……………………. (Group)

…………………….……………………. (Section)

The account is opened with an initial deposit and specimen signatures of those authorised to use it.

All cheques must be signed by two members of the Section (or Group dependent on numbers) as set

out in Q.B.S.I. Chapter 8-Finance. 8.3-Bank Accounts, 8.3.1, 8.3.2, 8.3.6


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Cheque account deposits are made by paying cash and/or cheques accompanied by a completed

deposit slip into the Bank. Deposits can be paid in by any person (not just account holders).

Formations usually withdraw funds from their cheque account by completing and signing a cheque.

This is a written order directing the Bank to deduct a specific amount from a cheque account and

pay it to the person or organization indicated. Withdrawals from cheque accounts can also be

arranged using bank orders, which allow the payment of periodic costs. Bank charges, taxes and

stamp duty will also be deducted automatically from cheque accounts.

Before issuing a cheque, the Formation should ensure that there are sufficient funds in the cheque

account to cover the payment. Particulars of the payment should be recorded on the cheque butt at

the same time as the cheque is drawn.

WRITING CHEQUES:

A cheque may be filled out by anyone but it must be signed by persons authorised to do so. A

minimum of two (2) signatures is required to sign each cheque. Any corrections on the cheque

must be initialled by the signatory (or signatories).

Open cheques are not to be used by any Scouting Sections.

All Section cheques must be made “Not Negotiable” on receipt of chequebook from the Bank.

The cheques are filled in as indicated; 2 parallel lines are drawn across the face from top to bottom

and the words “Not Negotiable” are written between the lines. As with crossed cheques, “Not

Negotiable” cheques must be paid into a bank account. In addition, the “Not Negotiable” cheque

markings on a cheque mean that the true owner can only transfer the cheque to another person. In

the event that a “Not Negotiable” cheque is stolen and then transferred to another person, that

person must refund the money to the rightful owner.

Please note: The practice of handing out “Blank” cheques or cheques with only one signature

waiting to obtain the “second signature” WILL NOT BE TOLERATED. “All Bearers” in almost all

cases should be crossed out, except where the bearer is the recipient of the cheque.

Please note: A cheque requisition (CRI) should accompany each cheque prior to cheque signing

taking place (APPENDIX 7).

CASH CHEQUES:

No cheques shall be drawn in favour of CASH. The cheque shall be drawn in favour of a person or

organization. To have a cheque cashed requires the annotation “PLEASE PAY CASH” written in

the top left hand corner of the cheque. The signatories must endorse this annotation.

CANCELLING CHEQUES:

If an error is made in preparing a cheque and it is impractical to alter and initial the change, the

cheque shall be cancelled and a new cheque issued. The word “VOID” should be printed across the

cheque and butt. The cancelled cheque shall be kept in your files for the annual audit.

Cancelled cheques MUST be folded and stapled to the cheque butt to which it belongs thus ensuring

it will never get misplaced.

STOPPING PAYMENT ON CHEQUES:

Where a cheque is stolen or lost the Section should immediately give an oral (followed by a written)

instruction to the Bank to stop the payment. In stopping the cheque the account holder must inform

the Bank of the cheque number, the amount of the cheque, the payee's name and the date of issue.


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The Bank will refuse payment to anyone presenting the cheque after the stop payment instruction is

received.

The words “STOP PAYMENT” should be written across the cheque butt. If the cheque is later

located the word “VOID” should be written across the cheque.

ELECTRONIC TRANSACTIONS:

The use of credit/transaction cards should not be tolerated, as they do not provide effective controls

as laid out in Q.B.S.I. Chapter 8 – Finance 8.3-Bank Accounts.

6. GROUP DEBTOR ACCOUNTS

From a financial perspective, Branch Headquarters has a number of departments whereby a Scout

Group would be invoiced for necessary payment for services of the Branch Team and Office. For

example: Leaders Training Fees, Membership Payments, Insurance premium recovery, Leaders

attendance at a Branch Activity, Telephone costs and lease payments by respective Local Councils

etc. A copy of the Branch Headquarters Invoice and Statement are contained within this booklet.

Branch Headquarters pays the supplier in good faith that the Scout Group would repay the invoice

within 30 days. Particularly late or non-payment of rates has resulted in some Local Governments

being hesitant in actively assisting Scout Formations. Where branch receives an invoice or

reminder for paying of rates, Branch will pay the charges and then on-bill (recharge) the relevant

Scouting Formation for the amount paid. This will ensure in most cases that any discount for early

payment is received and good faith is retained with local councils.

It is extremely important for all Scout Groups to ensure that sufficient funds are held in preparation

for payment of these invoices and a cash flow budget is prepared.

Scout Groups who do not meet the terms of the invoice may receive a letter from the General

Manager highlighting the outstanding payments and seeking urgent attention to the matter. A

structured reporting mechanism is in place to ensure that appropriate the Commissioners of the

Branch are aware of any outstanding accounts to Branch Headquarters for all formations.

7. EXPENDITURE (PAYMENTS):

Payments may be made in cash, cheque or by invoice to your Group Debtors Account by Branch

Headquarters. It is very important for all Invoices by Branch Headquarters are paid within 30 days.

Cash payments are usually limited to a few dollars, say up to $20, and should be paid from Petty

Cash. (Procedure for Petty Cash Book will be found on page 7).

Step 1

Before raising a cheque, be sure to have an invoice or statement for the goods or service being paid

for, check that the amounts are as agreed for the purchase, and authorised if possible, by an

appropriate person in the Group, usually the Group Leader.

Step 2

A cheque requisition should be prepared on the form as provided herein. This gives a permanent

record of the payment, and a means of ensuring entry of the details to the Payments Cash Book.

(See Form CR1). It will also be required by the Group Auditor to sight when auditing the books.

Step 3

When preparing the cheque, it is also necessary to fill out details of the cheque on the cheque butt.


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Enter the payment details into the Payments Cash Book, taking from the cheque requisition the

following information –

1. Date of Payment

2. Details (to whom paid)

3. Cheque Number

4. Amount

Step 4

Enter the information about the type of payment into the appropriate column (columns) of the

Dissection of Payments section of the Payment Cash Book (APPENDIX 5).

Where the payment made does not apply to any dissection column, enter the amount in Sundries

and write alongside the type of payment.

At the end of each month, add up each column in the Dissection section and cross total this section

(add up column totals).

Add up the payments amount column.

These two figures should agree i.e.

Total Payments = Total Dissections.

(If not, check that details of payments have been dissected correctly into the appropriate column

(columns), or the Sundries Column.)

Perform a Bank Reconciliation as explained in the section on Reconciliation.

8 . PET T Y C AS H B OOK

A Petty Cash Float may be established to cover small payments where a cheque is not practical.

To establish this account a cheque should be drawn for an amount of no more than $100. This

cheque should be shown as „cash on hand‟ as it is really not a payment, and could be shown in the

Sundries Column.

Obtain a school exercise book and rule up a number of columns to cover payments, which will be

made (APPENDIX 6).

EXPENDITURE:

Complete a petty cash voucher (obtainable from stationery suppliers and variety stores) for each

payment showing to whom paid, amount, date and reason for payment.

Attach to the voucher any supporting documents.

Enter in Petty Cash Book showing details and extending the payment to relevant column.

The rate of expenditure will determine when the petty cash monies should be recouped.


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Once a month, total the expenditure in the Petty Cash Book. Total column should agree with total of

summary columns.

Subtract expenditure from the original petty cash amount and the balance should agree with cash on

hand.

Prepare cheque requisition to recoup the amount expended and charge to the relevant accounts.

e.g. expended:

Nails for Den $ 2.00

Equipment $ 4.00

Groceries $ 1.50

Postage $ 1.00

Envelopes $ 1.50

$10.00

This in effect charges the expenditure to the relevant account and the original petty cash amount

stays as „cash on hand‟ = original cheque.

BEFORE COMMENCING BANK RECONCILIATION – (AT THE END OF EACH MONTH)

Step 1

Write into the Income Cash Book any interest received as recorded in the bank statement, by

entering the Date, Details, and Amount. (This figure should be entered in the amount of receipt

Column, Deposit Column and Bank Interest Column.)

Step 2

Write into the Payments Cash Book any bank charges as recorded in the bank statement, by

entering the Date, Details, Amount. (This figure should be entered in the Amount of Cheque

Column, Bank Charges Column.)40678

Periodic and automatic payments should also be recorded in the Payments Cash Book when they

are notified on an account statement. (This figure should be entered in the amount of Cheque

Column, and appropriate dissection column.)

Total columns and check again that:

Total Receipts = total of dissection columns

Total Expenditure = total of dissection columns

Step 3

Bring forward balances for commencement of next month by transferring the totals of receipts,

deposits and dissection columns.

Those totals should be the first entry for the new month.

* * To obtain current bank balances -

Reconcile balance at commencement of financial year.

Add - Total receipts (receipt column Income Cash Book)

Less - Total payments (payments column Payments Cash Book)

9. BANK RECONCILIATION:


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Monthly, as soon as possible after the end of the month, a bank statement should be obtained and

bank reconciliation performed, in the formation as illustrated herein and in the appendices.

A monthly reconciliation statement must be completed by any Formation level, which operates a

bank account.

The purpose of the reconciliation is to ensure that the balance as recorded by the Bank of the

Group‟s operating account is in accord with the Group‟s records.

1. Tick off the deposits on the bank statement against the deposits as recorded by the Income

Cash Book, noting any outstanding deposits (those which have been recorded in the Income

Cash Book during the month, but do not appear on the bank statement), plus any that may

have been noted as outstanding the previous month, and are still not on the bank statement

(APPENDIX 4).

2. Tick off the cheques on the bank statement against the cheques as recorded in the Payments

Cash Book, noting any outstanding cheques (those which have been recorded in the

Payments Cash Book during the month, but do not appear on the bank statement), plus any

that may have been noted as outstanding the previous month, which are still not on the bank

statement (APPENDIX 5).

3. To the balance shown by the bank statement, add deposits not shown on the statement list

and subtract the cheques not shown on the bank statement (cheque number, amount).

The total thereby obtained should then equal the Balance of Bank Account obtained by

using formula as on page 7 step 3.

SECTION OPERATING STATEMENT:

After the end of each month and at the end of the financial year, section-operating statements shall

be prepared for Group records. This is required to show, in summary form, all the Income and

Expenditure of section for the period under review.

This statement shall be used to notify Expenditure for the period covered by the statement. It is to

be incorporated in the Group's records as a method of control over the Group's financial affairs.

Section Operating Statements together with the Bank Reconciliation should be presented to the

Group Leader on a monthly basis.

10. ADDITIONAL BANK ACCOUNTS:

Besides the General Working Account, a Group Committee may have additional Bank Accounts –

for Building Fund; Jamboree Fund, etc.

These should be recorded in similar manner as to the Working Account – with a separate set of

sheets for each Account.

11. AUDIT REQUIREMENTS:

It is basic that the Section ensures accountability and custody of its funds. The main means of

achieving accountability is:


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The installation of internal control procedures as described in this guide.

The production and certification of financial statement regularly by the

Treasurer (to each meeting of the Committee and annually for audit).

Regular audits (at least annually) by a qualified public accountant. An audit

should also be carried out when there is a change in Treasurer or full

Committee.

The following must be submitted to your Auditors -

- Receipt Books

- Cash Books

- Bank Statements and Bank Deposit Books

- Petty Cash Book

- Voucher Files

- Reconciliation of Bank Statement to the annual Summary of Income and

Expenditure, certified by the Committee

- Equipment Register

- Certificates of all cash on hand signed by the custodian or members of the

Committee

- Letter from the Secretary advising that monthly Treasurer Reports were

submitted to the Committee and all accounts were passed for payment at the

meetings. In lieu of this the relevant minutes may be submitted.

- Financial Statement completed

- Annual Financial Returns

The auditor must be qualified with suitable accounting experience, but has no personal association

with the formation. These audited accounts must be presented at the Formations Annual General

Meeting and declarations signed by the President and Treasurer.

TREASURERS ARE ENCOURAGED TO DISCUSS ALL FINANCIAL

MATTERS WITH THE TREASURER IN THE NEXT FORMATION SO IF

YOU HAVE ANY QUESTIONS OR QUERIES AT ANY TIME, PLEASE

CONTACT YOUR DISTRICT, REGION OR BRANCH HEADQUARTERS

FINANCE SECTION, WHO WILL BE HAPPY TO HELP.

12. ANNUAL FINANCIAL RETURN (see Appendix 12)

The preparation of this yearly Returns is mandatory for the Association to meet its obligation under

the Associations Incorporations Act 1981 (QLD) which requires details of all Income and

Expenditure for the year by the Group; Cash Books can directly provide this information as follows:

1. At the end of the first month of the Scout Financial Year (April) the totals of all columns

from both income and Payments Cash Books should be transferred to the corresponding

columns in the next month‟s (May) Cash Books. This procedure should be continued

through the year, each month‟s progressive totals being transferred to the next month (as

opening balances in the respective Columns).


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2. Therefore at the end of the year (March) the totals of the columns in both Cash Books

should represent the totals for each class of Income and Expenditure for the full year (1st

April – 31st March).

It is these final totals, which provide the information, which is required on the Census Form Page 1

– Receipts and Expenditure.

Receipts

Balance 1st April

Expenditure

Income - Expenditure -

Total from Cash Book giving details Total from Cash Book giving details

Balance 31st March

Total (1) Total (2)

Total (1) and (2) should agree.

(If the bank account were overdrawn - balance 31st March would be shown on Receipt side of

statement.).

Balance as at 31st March should agree with bank balances and certificates should be obtained from

your Bank certifying to the balance for presentation to your Auditor (See Form I).

13. GRANTS

All grant applications must be forwarded through District and Region for approval and then on to

Branch Headquarters for final approval, endorsement and forwarding to the relevant Fund.

When applying for a Grant, the Formation must provide (see Q.B.S.I):

(a) Last Audited Financial Statements signed by the Formation (Ideally taken as part of the

Annual Financial Return) (b)Formation Scoutplan (c) Evidence of how the Formation will maintain increased costs associated following a

successful grant application. E.g. Insurances, Necessary Maintenances, etc. (d)A full description of the purpose of each Grant. (e) If applying for funding for minor capital works, copies of all relevant Council or other

authority permits, assessments and the Scouts Queensland Building Application (Form F14)

must be completed before submitting your application. Approved copies must be provided

with the application. (f) A description of the process for acquitting and completing the accountability statements of

the grant. This is to ensure transparency in documentation similar to other outlined policy in

lieu of a particular grant and to confirm its intended use is carried out.


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14. FIXED ASSETS AND EQUIPMENT LIST:

Groups are required to submit a Return of Equipment as part of the Annual Property Return.

A simple Equipment Register can be kept which will assist in compiling the Return at the

appropriate time. It is a Register of all items owned by the Section and shall detail the following:

- Date of Purchase

- Description of Item

- Quantity of Item Types

- Cost Price

- Replacement Cost (to be updated at least annually)

- Date of Disposal

The Section's Equipment Register shall be a book, which is to be retained as a permanent record

(Not included). Page 3 of the Annual Financial Return Form can be used as a guide for equipment

to be listed. Each year, purchases should be added and items lost or discarded through wear and

tear, should be listed.

This will give a general guide to Group equipment to be covered by insurance.

IT IS IMPORTANT to note that the Return should be costed for replacement cost values - that is,

the actual cost involved in replacing any item (incl. installation if needed) at current market value.

15.RESOURCES Money held in a bank account is of little direct benefit to the Youth Members enrolled in a Scout

Group at any given time. Parents and the Movement in general, should reasonably expect that

moneys raised are applied to the needs and benefit of the Youth Members of the day.

Therefore it is the committee‟s responsibility to make sure financial resources are applied in a trans-

parent, agreed upon, planned and organised manner to support the operating costs of Scouting with

proper consideration given of the needs and goodwill of those supporting fundraising activities.

Acquisitions/Disposals:

All purchases, be they large or small, should be justifiable according to the following criteria:

To what extent does the proposed acquisition support the Aim of the Movement? How?

What would be the effect of not making the acquisition?

Have alternatives to making a purchase been thoroughly explored? (Ie. Loan hire, joint

ownership) Why is purchase the preferable option?

What consideration has been made for ongoing costs of acquisition?

Are sufficient funds available to service this new liability? As well as existing cost.

No longer can the Movement afford ad-hoc or ill-planned expenditure which produces only short-

term, or questionable benefit.

It must be remembered that the ownership of all assets, resources, equipment and funds are vested

in the Queensland Branch, regardless of the initial source or manner of acquisition.


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The decision to replace, repair or dispose of equipment with a replacement cost of les than $500.00

rests at the discretion of the Group level.

For Equipment with a replacement cost of greater than $500.00 but less than $1000.00 in addition to

the Group‟s approval must have the prior sanction of the District Commissioner. The District

Commissioner will decide on whether the items will be retained, reallocated or sold, and also the

method of disposal. The Chief Commissioner is to be consulted for a decision regarding the

destination of any proceeds. These procedures will be followed by District and Region with the

necessary approvals being given by the next formation leader.

Where replacement cost is greater than $1000.00 the Chief Commissioner will decide and branch

headquarters will automatically received funds following any sale. Formations may submit

recommendations regarding their dispersal. The Chief Commissioner will decide on any

recommendations within the context of the needs of the State as a whole.

1 6 . B R A N C H D E V E L OPMEN T FU N D

The Development Fund was established to principally assist the development of scouting properties

in Queensland. It is a more effective way of investing surplus cash in order to gain higher interest

.

Depositor/Borrower interest rates are reviewed at regular intervals.

TO DEPOSIT SURPLUS FUNDS:

Simply forward the sum that it is desired to invest and nominate the period of investment (use a

covering note or letter). There is no lodgement form. Upon receipt Branch will issue a letter

acknowledging the deposit. All deposits are considered “on call”

TO APPLY FOR A LOAN:

Application Forms are obtainable from Branch Headquarters (Form F3).

FOR FURTHER INFORMATION ON THE DEVELOPMENT LOAN FUND AND OTHER

SUBSIDIES/GRANTS THAT MAY BE AVAILABLE - CONTACT BRANCH

HEADQUARTERS

IT IS POLICY THAT ANY FUNDS BY FORMATIONS FOR INVESTMENT

MUST BE DEPOSITED INTO THE BRANCH DEVELOPMENT FUND.


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1 7 . GOOD S A N D S E R V I CES T A X (G .S .T . )

The Group cannot obtain exemption from GST on purchases for the sole use of the Scouting

Movement. Ie. Formations should not apply for their own ABN. (Refer to the attached

memorandums for further information.)

ADDITIONAL G.S.T. INFORMATION:

Scouts Australia Queensland Branch is registered for G.S.T. and incorporates Regions as its

reporting sub-entities. In line with other states, it was agreed not to register individual Groups for

G.S.T. Groups are not required to account for G.S.T., cannot charge G.S.T. and cannot claim for

G.S.T. paid. This needs to be taken into account when costing fundraising activities.

However, as Scouts Australia is a registered charitable entity, there is no requirement on behalf of

outside entities to withhold 48.5% withholding tax from payments made to Groups. Should Groups

encounter any problems with withholding tax they must request these entities to contact Queensland

Branch Headquarters directly.

Formations should not be applying for their own Australian Business Number (ABN).


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APPENDIX 1 - BUDGET

DATE OF ACTIVITY: ……………………………………………

ACTIVITY …………………………………………………………

NUMBER OF ATTENDEES ……………………………………..

BUDGET 2012 ACTUAL 2012 PROPOSED BUDGET 2013

INCOME

FEES

SPONSORSHIP

TRADING INCOME

OTHER

TOTAL INCOME

EXPENDITURE

CAMP FEE/ACCOM

CATERING

TRANSPORT

T-SHIRTS/BADGES

EQUIPMENT HIRE

ACTIVITIES

ADMINISTRATION

TRAVEL SUBSIDY

PRINTING

TRADING PURCHASES

OTHER

TOTAL EXPENDITURE

SURPLUS (DEFICIT)

S I G N A T U R E D A T E

COMMENTS:

APPROVED

GROUP LEADER DATE


-18-

APPENDIX 2 – RECEIPT BOOK


-19-

APPENDIX 3 – CASH BOOK

Accounting System for Groups

APPENDIX 4 – INCOME CASH BOOK


APPENDIX 5 – EXPENSE CASH BOOK


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APPENDIX 6 – PETTY CASH BOOK


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APPENDIX 7 – CHEQUE PAYMENT REQUISITION


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APPENDIX 8 – BRANCH INVOICES

A-ANNUAL YOUTH MEMBERSHIP RENEWAL FEE


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B – ANNUAL LEADER MEMBERSHIP RENEWAL FEE


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C- ANNUAL FACILITY & ACTIVITY FEE


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D – GENERAL (STANDARD) INVOICE


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E – SCOUT SUPPLY CETRE (SSC) INVOICE


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INVOICES ISSUED BY BRANCH HEADQUARTERS (APPENDIX 8A-9D) AND SCOUT SUPPLY CENTRE

(APPENDIX 8E) (Please refer to above appendices for exemplar)

(a) Invoice to: Name of group invoiced.

(b) Debtor ID No.: Your account number in our system. (If you happen to know this number when you have a

query please quote it to us.)

(c) Tax Invoice Number: This is the invoice number that will appear on your statement.

(d) Invoice Date: The date the invoice was raised by BHQ.

(e) Description: This is a field that gives you a brief summary of what is being invoiced.

(Unfortnately this description currently DOES NOT appear on your Statement – Please pay according to

invoice and use the Statement as payment remittance ONLY and DO NOT keep as filed record – See Payment

Summary form below)

(f) Code: Stock No. of item being purchased. (SSC Invoices ONLY)

(g) RTD: Received To Date. This is the no. of items already received from the order by invoice date.

(SSC Invoices ONLY)

(h) Ord: Back-Order. The no. of items on Back-Order at thte invoice date. (SSC Invoices ONLY)

(i) Qty: Quantity on order. (SSC Invoices ONLY)

(j) Total: This is the value of the order and the total amount that will appear on your statement. (No GST for

Scout Formations or Members )

NB: Please note that invoices will be posted to you regularly and often separate to your monthly statement/s.

STATEMENTS ISSUED BY BRANCH HEADQUARTERS (APPENDIX 9)

(Please refer to above appendices for exemplar)

(a) Debtor Account Name: Name of group to whom the statement refers.

(b) Debtor ID No.: Your account number in our system. The same account number appears on your invoice.

(c) Statement Date (period ended): The date of the statement. Please note that any monies received or

invoices/credits raised after that date will not appear until the following months statement.

(d) Inv Number: The Invoice ID; can be used to locate the original invoice.

(e) Date: This is the date the listed invoice was raised by BHQ.

(f) Reference: Title summary detail of invoice. Ie. Member Name/ID, Booking/Training Course No., Lease,

Rates, etc.

(g) Amount: The original value (total) of the invoice raised.

(h) O/S Amount: The amount still outstanding on a particular invoice as per the statement date.

(i) Amount Due: The total amount due by you to BHQ and is shown on bottom of the last page of your

statement.

NB: Facility & Activity Invoices:

Please note that if a formation did not submit a property return for the prior year than the previous property

return will be rolled forward and incrementally increased to align with C.P.I. increases.


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APPENDIX 9 – BRANCH DEBTOR ACCOUNT STATEMETN


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APPENDIX 10 – ACCOUNT ENQUIRY FORM (GROUP Branch Office)


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APPENDIX 11 – PAYMENT SUMMARY (Branch Office GROUP)


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APPENDIX 12 – STATEMENT OF RECEIPTS AND EXPENDITURE (see Annual Financial Return)


- 34 -

APPENDIX 13 – LETTER OF TAX EXEMPT STATUS

QUEENSLAND BRANCH POLICY ON ACCOUNTING PROCEDURES … · Queensland Branch Policy on Accounting...

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