Girl Guides Finance Forms - Managing Finances

Girl Guides organizations worldwide empower girls and young women through various programs and activities. Managing the finances of these units, troops, or companies is crucial for their sustainability and success. Accurate and transparent financial record-keeping is not only good practice but also often required by governing Guiding bodies and legal regulations. This involves the use of various finance forms designed to track income, expenses, and overall financial health. One of the most fundamental forms is the **Income and Expenditure Statement** (or Income Statement). This form provides a summary of all income earned and expenses incurred over a specific period, typically a month, quarter, or year. Income sources for Girl Guide units often include membership dues, fundraising proceeds (e.g., cookie sales, car washes, bake sales), donations, and grants. Expenses can encompass program supplies, badges, activity fees, insurance, transportation costs, and rent for meeting spaces. Properly filling out this form requires careful record-keeping of all financial transactions, supported by receipts and documentation. Another key form is the **Cash Reconciliation Form**. This form is used to verify that the actual cash on hand matches the cash balance recorded in the accounting records. This is particularly important for units that handle cash transactions regularly. The form typically involves starting with the beginning cash balance, adding all cash receipts, subtracting all cash disbursements, and comparing the resulting expected ending balance with the actual physical cash count. Any discrepancies need to be investigated and explained. **Expense Reimbursement Forms** are essential for documenting reimbursements to leaders or volunteers who have spent their own money on behalf of the unit. These forms should clearly state the date, purpose of the expense, the amount spent, and be accompanied by original receipts. A clear reimbursement policy, outlined and communicated to all members, is critical for preventing misunderstandings and ensuring accountability. For large fundraising activities, a dedicated **Fundraising Record Form** is advisable. This form should track all income and expenses associated with a specific fundraising event. It should include details like the number of items sold, the price per item, the cost of goods sold, advertising expenses, and any other costs directly related to the fundraising effort. This form allows for evaluating the profitability of different fundraising activities and identifying areas for improvement in future events. **Budget Forms** are used to create a financial plan for the unit’s activities over a specific period, usually a year. The budget outlines anticipated income and planned expenses. Developing a budget involves assessing the unit’s needs and priorities, estimating income from various sources, and allocating funds to different programs and activities. Regular monitoring of actual income and expenses against the budget is crucial for identifying potential financial challenges and making necessary adjustments. Finally, a **Petty Cash Log** (or petty cash voucher system) is vital when maintaining a small amount of cash for minor, incidental expenses. The log tracks all withdrawals and deposits to the petty cash fund, ensuring that the cash is used for legitimate purposes and properly documented. Each withdrawal should be accompanied by a voucher or receipt explaining the expenditure. Accuracy and transparency are paramount when completing these finance forms. All entries should be legible, supported by proper documentation, and reviewed by at least two individuals within the unit to ensure accuracy. Many Girl Guides organizations also provide training and resources to help leaders and volunteers understand and properly manage unit finances. Properly utilizing these forms promotes sound financial management and ensures that funds are used effectively to support the Girl Guides’ mission of empowering girls and young women.