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April 11th, 2008

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12:54 pm - Unit Finances
Hey Mates!

A story and a question for the Leaders out there...

I'm a casual worker at a supermarket. Great pay, but if I don't get a shift that week it means that I don't get paid. I am also the LIC of my unit... the only leader. When I buy craft items, whatever for use at Guides, I keep the receipt, show it to my [now ex] District leader and she signs the cheque I write out. Get all the money back which is good.

However, lately and at other points in the past our store has not done so well, or they do silly things like hire extra staff when there is little work for the existing staff, so there are few shifts going and you need to get in quick for them. I can't get work every week. Problem? I don't have the money to buy craft etc in the first instance. My mum has been good in the past, lending the money or coming with me to buy it and the cheque goes to her. My mum is starting to work full time and unable to come out shopping for random Guide things with me, even if I plan it in advance. Right now my toe is broken, I haven't worked for two weeks and I am unable to work for a while yet. Mother's day is coming up and I don't have the money to buy what we need. And Mum can't help me.

Most stores will not take cheques these days. Coles won't, Safeway won't and many other places.

My question?

Have you been in a similar situation? How were you able to deal with it? How does your unit do their money? Is there are GGV/GGA rule that we have to do cheques only?  Anything I could do that I've not thought of?

What I would love to do would be either have a petty cash thing or 'company card' that we could do purchases with. I won't need to budget for Guide things we need and have to wait for the money that I really need for petrol and board. Or go scrounging though the house for some change to buy milk for a Promise Ceremony.

Possum the Poor :)

Any help or advice would be greately apprieciated.
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(9 comments | Leave a comment)


(Deleted comment)
[User Picture]
Date:April 11th, 2008 06:43 am (UTC)
Just to stir things up... =op

Here in W.A (well, up until Dec 07 when I left to have my daughter), Petty Cash is a normal part of the system. It is used ALL the time, especially for things like buying stamps to mail off registration forms, or picking up 2 bags of lolly-snakes for learning knots that night. It's not just tolerated- it's expected.Do you guys have a publication called 'Dollars and Sense' or is that just a Guides W.A publication? I'm not necessarily recommending petty cash- it can be a nightmare. If you lose a receipt for something you paid for by cheque, the record of it is still there. If you lose a receipt for $10 worth of lollies you paid for with petty cash- you just have to put the $10 back in yourself, and the $10 worth of lollies become a gift from you to the unit!! haha!

BUT- i definitely think that you need to get organised with your program, plan ahead what you will need and buy at the start of the term. If anything perishable is needed, maybe the girls could bring it on the night. As the sole Leader (I'm presuming you have parent-helpers?), and with what sounds like a few other pressures and stresses in your life- you will be doing yourself a HUGE favour if you can plan even half a term at a time. If your unit isn't cash-flash enough to buy 5 or 10 weeks worth of consumables before you've collected term fees or subs, perhaps you could have a focus on recycling for a few weeks ;o) Do crafts etc and play games that use things like toilet roll tubes, old newspaper, old cereal boxes. They are free and the girls can even bring them in themselves.
Date:April 13th, 2008 08:05 am (UTC)
Hye Frank :)

Thaknoyu for your reply. The parent 'shopper' idea sounds quite good actually.
Date:April 12th, 2008 02:40 am (UTC)
Now i can't be sure of this because I'm still learning the fine print when it comes to the unit books. I was basically told when I took them over that 'we don't do petty cash', which I don't have a problem with.
However, I would have thought that since money matters has a page for recording petty cash, that it wasn't against the rules to do it. As long as you keep receipts I would have thought the books would stay transparent.
But yeah, I not particularly knowledgeable on the subject I'll freely admit.

Maybe you could double check with your guiding parter as to whether you're allowed to do petty cash?
Date:April 13th, 2008 08:08 am (UTC)
Hey Spud

Can I ask what 'money matters' is?

Just remembered we had one of the State Team at our Regoin AGM this arvo. Should've asked her!
Date:April 13th, 2008 03:07 pm (UTC)
it's the spreadsheet we use to do our bookkeeping... maybe it's an SA thing? *shrug*

spud... I like it *chuckle*
[User Picture]
Date:April 12th, 2008 10:53 am (UTC)
just to add a few more things to confuse everyone...(sorry) :)
similar situation-I'm the only qualified leader with my group,2 unit helpers,so its basically up to me to do finances,buying stuff etc.
however,i DO use petty cash. i just got my full leadership qualification a year ago(in SA) and using petty cash was fine. as for as i know,using petty cash is fine,but it may be a personal preference.

i take out a certain amount per term(or until the amount runs out) and then keep receipts of everything i buy. record it on the Petty Cash sheet,and then number the actual receipt and file it with the petty cash sheet. this seems to be the done way in our district and region.

as for buying items,is it possible to coordinate with other units in your district/region and ask them to buy things for you and then reimburse the leader?
parent idea sounds good though
Date:April 13th, 2008 08:11 am (UTC)
Hey Tulip,

I neevr thought of asking the other leader in the District!

You guys have given me some good ideas and things to investigate. Thanks!
[User Picture]
Date:April 13th, 2008 09:33 am (UTC)
no worries,hope it helps.
it's great to chat to other leaders/guidey people about all sorts of stuff on here,i'll post something myself soon.
[User Picture]
Date:April 13th, 2008 10:13 pm (UTC)
In NSW my understanding is that it's Cheques only. Our Money Matters version has no place for Petty Cash.

It's all well and good to say oh well you pay for it up front and get paid back. Half of our weekly budget this week went on food etc for camp. Our cheque book is currently with the auditors.

I have no idea when I will get the money back.

I think this is one thing that would make me quit Guiding much as I would prefer not to. The organisation does ask a lot of us and I think they need to start working to put less burdon, (time and expense) on leaders. They might find they get more!

Apparently we are getting some web based system for tracking enrolments etc and that will be a good start - but there is still a ways to go.

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