The financial management of the organization should first comply with and respect the local laws and regulations related to the management of charitable organizations.

Establish financial management system

First, it should comply with relevant laws and regulations.  Rainbow Volunteer Club is a local legally registered charity organization. It has a sound accounting system, formulated a basic financial management system, and made clear regulations on bank account management, monetary fund management, expense reimbursement, and financial approval.

Bank account management

1) Each financial expenditure needs to be handled by two staff at the same time, do a good job in the bookkeeping of each expenditure, and keep the legal vouchers of the relevant expenditures.

2) The receipt and payment of funds are carried out through institutional bank accounts, which enhances the reviewability of financial behavior.

3) Designate a special person to check the balance of bank deposits with the cashier on a regular basis (usually once a month), and prepare an inventory list to keep. If there is any discrepancy, the reason should be found out and dealt with in a timely manner.

Cash security management

A specially assigned person shall be appointed to check the cash balance with the cashier regularly (usually once a month), and the inventory table shall be prepared and retained. In case of discrepancy, the cause shall be found out and handled in time.

Expense claim

1) All expenditures of the project must be recorded on the basis of original documents (including invoices, receipts, receipts, small bills, etc.), signed by the handler, certifier / acceptor and project leader, and finally approved by the person in charge of the organization.

2) payment of remuneration, subsidies, including consultants, specialist fees, volunteer work subsidies, catering subsidies, etc., should specify job content, working hours, subsidy standards and amount, leaving payroll phone numbers and ID number. Those who receive cash remuneration or subsidies must sign by themselves and cannot receive them on their behalf.

3) For reimbursement of travel expenses, the traveler shall fill in the travel expense reimbursement form in time after a business trip. The travel expense reimbursement shall indicate the travel and the cause of the trip.

4) For reimbursement of meal expenses, the reason for meal, number of diners and other information shall be indicated. The catering expenses shall be reimbursed on the basis of actual expenses. In case of special circumstances, subsidies may be granted as appropriate, but the catering expenses shall not be reimbursed after the subsidies are granted.

5) When reimbursing car rental expenses such as visiting points and research, it is necessary to indicate the reason, starting and ending place, number of passengers, license plate number of car rental, etc. If the lessee is unable to provide an invoice, it shall be handled in accordance with Article 2) above.

6) For the purchase of office supplies and materials, a supermarket receipt or detailed list shall be attached to the invoice.

7) The printing fee or copying fee shall indicate the name, quantity, unit price, material and other information of the printed or copied materials.

8) Purchase and sales contracts, service agreements and lease agreements shall be signed as far as possible for expenditures exceeding RS 10000, such as renting office / conference space, renting projectors and printing publicity materials. And try to pay by bank transfer.

Reimbursement process

Paste / sort invoices

Fill in the travel expense reimbursement form or expense reimbursement form

Financial audit signature

Signature of the person in charge (or his authorized person)

cashier payment

Project leader's signature confirmation

Financial personnel setting and post responsibilities

The head of the organization shall not concurrently serve as cashier or accountant. We also do not encourage the immediate family members of the person in charge of the institution to take up financial posts.

1) Responsibilities of accounting position: (1) carefully review the authenticity, correctness and rationality of the original vouchers, and keep accounts in accordance with the provisions of the accounting system;

(2) Set up accounts, review documents, fill in vouchers, settle accounts and reconcile accounts on time, prepare accounting statements in accordance with the provisions of the accounting system, so as to achieve sound accounts, clear accounts, daily and monthly settlement, consistent accounts, certificates and accounts, complete statements, clear and correct figures and timely submission. Regularly check and analyze the implementation of the financial budget of the unit, put forward reasonable suggestions to the person in charge in time, and be a good consultant of the unit;

(3) The accounting vouchers are complete, the procedures are complete, the accounts are registered in time, the amount is correct and the content is true, the statements must be clear and shall not be altered, and the accounting vouchers, accounting books, accounting statements and other accounting materials shall be kept properly.

2) Responsibilities of cashier:

(1) Be responsible for registering cash journal and bank deposit journal to achieve daily clearing and monthly settlement;

(2) Carefully implement the cash management system, correctly receive and receive cash, issue checks, ensure that there is no wrong receipt, wrong issuance and wrong payment, and do not issue blank checks and dishonored checks;

(3) Strictly implement the cash on hand limit, deposit the received cash and bills in the bank in time, actively cooperate with the bank in account reconciliation, and prepare the bank deposit balance reconciliation statement;

(4) Strengthen safety protection measures, count the cash inventory and notes receivable every day and store them in the safe to prevent theft, theft and fraud and protect the safety of funds;

(5) Strictly enforce the check management system, and the use of checks can only be implemented after notifying the approver in advance for approval;

(6) Cooperate with the accountant to handle the accounts of each department.

Financial archives management

The retention period of all accounting data shall refer to the measures for the management of accounting archives. The project agreement, project summary report and other agreement documents (such as procurement / service / lease, etc.) shall be kept for more than five years.

Time and format of financial report

During the project period, the project and financial reports shall be submitted according to the time agreed in the project agreement. Usually, two reports are submitted for one-year projects, i.e. interim report and final report, and one report is submitted for projects shorter than one year. See the agreement for details.