Questions about Other Funds

Discuss questions around local unit policies for budgeting, reconciling, etc. This forum should not contain specific financial or membership information.
tubaloth
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Joined: Mon May 02, 2011 7:25 am

Questions about Other Funds

Postby tubaloth » Thu Aug 04, 2016 6:57 am

We had our 6th month audit this past Sunday. Just a couple of questions that came up.

1. I guess we have money just in our general other funds. We never put money there, so it either it was rollover from other years, or the auditor brought up it could just be tax money the church is giving back to us.
Can I just move that money to any of the other other sub categories?

2. One of the audit questions asks if the money in the other categories are being used for their "intended purposes". We still have money in some Hygiene kits category. In previous years we used some of that money to help cover the cost for some boys to go to scout camp. What do we do with this other category? The Bishop and kind of the auditor suggested we just change the name of this category (which I'm not sure if we can do) and then that way we can answer that question correctly. I can just change the name to "Other fund to be use as needed"? Suggestions?

3. Our first counselor in YM presidency paid to go to some varsity scout camp. We ended up calling him to be the scout master. Instead he went to younger boys scout camp. For what ever reason the scout camp he went to was cheaper then what he needed to pay. This money all went into the other YM Scout camp category. The YM presidency wants to give back the scout leader $100 he over paid. Can we do that?
The auditor felt like if we fill out some expense report and the bishop signs it because this is just coming from the other category we are fine giving money back. We might try to get some invoice showing how much camp was and how much the scout master paid, to show he paid too much.

Thanks

eblood66
Senior Member
Posts: 2025
Joined: Mon Sep 24, 2007 8:17 am
Location: Cumming, GA, USA

Re: Questions about Other Funds

Postby eblood66 » Thu Aug 04, 2016 7:35 am

tubaloth wrote:1. I guess we have money just in our general other funds. We never put money there, so it either it was rollover from other years, or the auditor brought up it could just be tax money the church is giving back to us.
Can I just move that money to any of the other other sub categories?

Your need to identify where that money came from. If it came from tax refunds or interest then you can move it to another category. But I don't believe the church has been putting tax refunds or interest into the Other account for several years now (since CUBS went active) so unless it's been sitting there for years it probably isn't a tax refund or interest.

If you can identify the original purpose then you should move it to a sub-category for that purpose, either an existing one or a new one if you don't have an existing one that matches. You can't move it to a different sub-category for a different purpose. You then need to use the money for that purpose.

If you can't identify the original purpose then you need to contact Local Unit Support on how to submit the funds to CHQ.

tubaloth wrote:2. One of the audit questions asks if the money in the other categories are being used for their "intended purposes". We still have money in some Hygiene kits category. In previous years we used some of that money to help cover the cost for some boys to go to scout camp. What do we do with this other category? The Bishop and kind of the auditor suggested we just change the name of this category (which I'm not sure if we can do) and then that way we can answer that question correctly. I can just change the name to "Other fund to be use as needed"? Suggestions?

We are not allowed to have a 'as needed' kind of fund. The money has to be used for the original purpose, refunded to the contributors or sent to CHQ. You can't change the purpose. So you need to either make more Hygiene kits and donate them, return the money to the donors (if they can be identified at this point) or send the money to CHQ if you can't use it otherwise. You should read the Help Center article The "Other" Category to better understand how these funds must be handled.

tubaloth wrote:3. Our first counselor in YM presidency paid to go to some varsity scout camp. We ended up calling him to be the scout master. Instead he went to younger boys scout camp. For what ever reason the scout camp he went to was cheaper then what he needed to pay. This money all went into the other YM Scout camp category. The YM presidency wants to give back the scout leader $100 he over paid. Can we do that?
The auditor felt like if we fill out some expense report and the bishop signs it because this is just coming from the other category we are fine giving money back. We might try to get some invoice showing how much camp was and how much the scout master paid, to show he paid too much.

Yes, if there is money paid and then not used it should be returned to the donor. Including some sort of documentation like you indicated is always a good idea.

russellhltn
Community Administrator
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Joined: Sat Jan 20, 2007 2:53 pm
Location: U.S.

Re: Questions about Other Funds

Postby russellhltn » Thu Aug 04, 2016 10:45 am

tubaloth wrote:3. Our first counselor in YM presidency paid to go to some varsity scout camp. We ended up calling him to be the scout master. Instead he went to younger boys scout camp. For what ever reason the scout camp he went to was cheaper then what he needed to pay. This money all went into the other YM Scout camp category. The YM presidency wants to give back the scout leader $100 he over paid. Can we do that?

Yes, while generally chartable donations are not refundable, donations to "other" are. Refunding funds back to the donor is one of the acceptable ways of dealing with an excess.
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