Receipts for unit to unit transactions

[tberry33]

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?

[aebrown]

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.

[mlh78]

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.

[Mikerowaved]

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.

[daveywest]

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.