I like the poster above, it can be taken in so many ways.
At first you might think this is referring to the types of accounts that the treasurers have to keep. This is very important and as all Quaker meetings are charities registered or not it is a legal requirement.
But in this post, I am talking more about ensuring the total cost are running a meeting house or a committee or a project are accurately recorded. So often when I ask for receipts someone will say, “oh don’t worry about it.”
This casual attitude can create a culture where we presume that anyone nominated to do some work should fund it from their own pocket. Even if they do claim it back in the end, it can be presumed that their budget is able to fund this until they can be paid back.
I once pointed out to a committee I was on that they didn’t have a budget for a specific project they asked me to work on. I was told the budget had been removed because the money hadn’t been spent in many years. But of course the work was still happening – it was merely being funded by individuals not the group as a whole.
- What will happen when those individuals are replaced by someone for whatever reason don’t feel they should be supporting that work from their pocket?
- Or if someone wants to be part of that work, but doesn’t have economic means to support it themselves?
Presuming the work is still something the group wanted to support, there won’t be any record at how much was spent previously to be used as a guideline and there won’t be any money allocated to it the existing budget.
Another bonus is that if the individuals using their money are taxpayers, they can claim back the money they have spent and then donate it as a gift aid donation.
Legally there must be money exchanging hands, so they do need to claim and then donate, rather than writing off the receipts. As long as you have audit trail then gift aid can be claimed – there is more information at that link.
For all his reasons I hope you can see why is important to have accurate accounts.
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