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Overview

Creating a New Organization

Following the Rules

Taking Care of Business

Day-to-Day Responsibilities

Money Handling Procedures

  • Money refers to cash, checks, money orders, or cashier’s checks. The following are suggestions related to handling money to assist in ensuring proper accountability.

    a) Receiving Money

    • The person receiving the money while in the presence of the person turning in the money should count all money received.
    • The person receiving the money should give a receipt to the person delivering the money (both parties should retain their copy of the receipt).
    • Any checks received should be restrictively endorsed immediately.
    • Post-dated checks should not be accepted from any source.
    • Receipts should indicate whether cash, check, money order, or cashier's check was received; date of the receipt; and signature of person receiving the money.

    IMPORTANT

    If a money order or cashier's check is received, the receipt should indicate the total check amount; brand name of the money order or the issuing bank's name of the cashier's check; and the complete check or money order number.

    If a copy of the money order or cashier's check is made, the inclusion of this additional information on the receipt is not necessary

    b) Recording and Depositing Money

    • Prior to depositing money, at least two people should count the money.
    • All money should be delivered to the Booster Club Treasurer to deposit funds daily.
    • Cash should not be maintained at a member’s home.
    • Receipts should be reconciled with all money turned in and deposited.
    • Money received should only be deposited in the Booster Club’s account(s).
    • Deposit slips should be retained and reconciled monthly to the account.

    c) Disbursing Money

    • Require two signatures on each check.
    • Do NOT sign blank checks.

    d) Safeguarding Money

    • Have people that handle money bonded. This protects against embezzlement, but not theft.
    • Do not keep any money in an unlocked drawer, unlocked filing cabinet, vehicle, or other unsecured place.
    • Do not store the records of the money received (i.e., receipts, copies of checks) in the same place as the money. If records and money are stored together and a theft occurs, the record of the money may be taken along with the money. Subsequently, determination and recovery of losses would be more difficult.
    • Money received and not yet deposited should not be used for purchases, check cashing, loans, advances, reimbursements, or for any other purpose.
    • All unused checks should be kept safe and secure at all times.
    • "Blank" checks should never be issued and checks should never be pre-signed.
    • The sequence of check numbers should be accounted for when reconciling the bank statement to the Booster Club's books.
    • Issuing checks payable to "Cash" or to the "Sponsor" should be avoided. The IRS may examine these transactions in more detail than other transactions. If a check must be payable to "Cash" or to the "Sponsor," keep detailed documentation of the expense or use of the funds.
Last Modified on March 3, 2021