Money Matters
From the Treasurer, Bookkeeper, and Risk Management Committee
via Ann Gerckens, COP Office Manager
Reminders for all COP Leaders:
When you run a COP Event (schools, bike tours, etc.), you must deposit all funds collected, then send in a payorder for all funds expended. In other words, there should be a record of a bank deposit that matches the prices charges x the number of participants. We also need a record of reimbursement of expenses.
Your payorder must include receipts or itemized invoices. If you do not have a receipt, you need to make a written, acceptable explanation (i.e. item only available from vending machine). " I forgot it", and "I lost it" don't cut it with the auditor. Statements of account are not the same as the itemized invoice. It is the invoice we need.
Reimbursing yourself from the cash collected, then depositing the rest and sending a note of what you spent gives bean counters the hives. Have mercy on them by following the correct procedure.
If you received a cash advance, you must
account for how the cash was spent. Information on how to do this is in your Trip Leaders Manual.
* Your Trip Leaders Manual should have a green cover. If it doesn't, contact your activity leader
or the office for a new one.
The releases from your event must be sent in to the office. You can do this by mail, by appointment, or by taking your chances on dropping by. You'll have more success with the drop by if you come in the afternoon or early evening. If you can get into the building (downstairs staff are in 8:30-5 most days), and the COP door isn't open, you may leave the package leaning against the COP door. Do not leave anything at the outside building door, unless you have arranged for the COP ammo box to be left out for you.
COP is a tax-exempt organization. This means the organization doesn't have to pay most taxes on items we purchase in the course of furthering our mission. Individual members are not tax exempt. This means members must pay sales tax on items they buy from or through the organization. Deposit this with the purchase price in 420. The bookkeeping system will back out the tax for the monthly tax payment.
Haven't taken Leader Training since '95? You really should come in for the Risk Management, Safety Guidelines & Policies, and Paperwork modules. These can be taken as either evening classes, or by signing up for the full day training. If you go for the full day training, you won't need to stay for the last three modules.