Receipts for unit to unit transactions

Discuss questions around local unit policies for budgeting, reconciling, etc. This forum should not contain specific financial or membership information.
tberry33
New Member
Posts: 1
Joined: Mon Oct 31, 2011 4:04 pm
Location: Springdale Arkansas Stake, USA

Receipts for unit to unit transactions

Postby tberry33 » Thu Nov 03, 2011 11:17 am

Is it required to have a reciept for a check written to a different unit within a Stake? For example, a check written from a Ward to the Stake or vice versa. If a receipt is required, are there any suggestions on how to get the receipts?

User avatar
aebrown
Community Administrator
Posts: 14685
Joined: Tue Nov 27, 2007 8:48 pm
Location: Sandy, Utah

Postby aebrown » Thu Nov 03, 2011 11:50 am

tberry33 wrote:Is it required to have a reciept for a check written to a different unit within a Stake? For example, a check written from a Ward to the Stake or vice versa. If a receipt is required, are there any suggestions on how to get the receipts?


The audit procedures don't list any exceptions for the requirement to have documentation for each expense, so the answer to your first question is yes.

In my opinion, the best solution for documentation is an invoice. When a unit asks me for money, I tell them that I need some sort of invoice -- and then I'll be happy to send the check after my priesthood leader authorizes the expense. And by the same token, if I need money from a unit, I send an invoice. That serves a couple of purposes: it makes it very clear what the amount is supposed to be (as well as other important details, such as who to send the check to), and also serves as expense documentation.

If the check has already gone out, the payee is going to be less motivated to give you a receipt, but you can always ask for one, and persist until you get one. But at that point all your leverage is gone, so that's why I prefer to get an invoice first. If you're asking about a receipt vs an invoice, there's no requirement to have a receipt if you have an invoice.

Since you every check has to be authorized by the bishop or stake president, I'm wondering how the check got written in the first place without documentation. Theoretically, the priesthood leader reviews supporting documentation before authorizing the payment.
Questions that can benefit the larger community should be asked in a public forum, not a private message.

User avatar
mlh78
Member
Posts: 244
Joined: Mon Dec 14, 2009 1:03 pm
Location: Texas, USA

Postby mlh78 » Thu Nov 03, 2011 1:02 pm

Keep in mind that there are some transactions for which the recipient does not produce supporting documentation. For example, stakes distributing budget funds to ward by check and remitting excess missionary or budget funds to headquarters. In these situations we create the documentation ourselves.

User avatar
Mikerowaved
Community Moderators
Posts: 3131
Joined: Sun Dec 23, 2007 12:56 am
Location: Layton, UT

Postby Mikerowaved » Thu Nov 03, 2011 3:08 pm

Just to add to what aebrown stated, for shared expenses such as a Cub Scout pack meeting or building expenses, somewhere on the invoice I like to state that the original receipts for the expenses will be stored in my unit's file.
So we can better help you, please edit your Profile to include your general location.

daveywest
Member
Posts: 83
Joined: Mon Dec 28, 2009 2:19 pm
Location: Mesquite, Nevada, United States

Postby daveywest » Sun Nov 06, 2011 11:50 am

The regular 2 part donation slip is the perfect tool for providing documentation for unit to unit expenses.

Just like a normal member paying an offering, the paying unit should fill out a donation slip and keep the yellow copy as documentation of the expense. The recieving unit can then use the white copy in the course of their regular donation and reciepts accounting.
Bro. West
Assistant Stake Clerk - Finance (2 years)
Former Assistant Ward Clerk - Finance (3 years)


Return to “Local Unit Finance”

Who is online

Users browsing this forum: Google [Bot] and 1 guest