Kingston Philosophy Café – Accounting Procedures
Paragraph 6.4 of the constitution reads as follows:
6.4. Kingston Philosophy Café funds and income shall be paid in to an account operated by the Committee and overseen by the Treasurer. There shall be two signatures on any of the organisation’s cheques. The organisation shall keep accounts of its financial transactions. The accounts shall be examined by a competent person outside the Committee before the AGM.
To ensure that the fund is properly accounted for committee members are to comply withThe following procedures:
1. Wherever possible receipts must be obtained for all expenditure. Where a receipt cannot be obtained (or is inappropriate e.g. reimbursing a speaker who does not have the receipts) the committee member making the payment should write an explanatory note. The point being that there should be a voucher to support each item of expenditure. Receipts and explanatory notes should be passed to the treasurer at the next possible meeting.
2. Cash contributions should be counted at the end of the meeting concerned, the count being verified by two people at least one of whom should be a committee member. The amount so counted should be notified to the treasurer by e-mail as soon as possible after the event.
3. Cash should be paid in to the bank account at the earliest possible convenience of the committee member involved. If a separate paying in slip is used the counterfoil should be passed to the treasurer in the same way as receipts and notes. If a paying in book is used the treasurer will need sight of the book at least monthly.
4. The treasurer will need sight of the cheque book at least monthly and counterfoils should record the initials of the two signatories in each case.
5. Bank statements should be addressed to me.
6. The treasurer is to circulate statements of accounts quarterly to the committee and is to post the statement on the web site.
Latest Reports of Accounts can be seen below:
Balance Sheet 30 November 2012
Summary of Accounts 30 November 2012
Audit Report to 20 November 2012