01/07/2013 J Petty Cash held 50
4. Up and running (important things to remember)
In this section we will cover a number of important regular activities that groups undertake. We will cover topics to ensure that your group’s assets are recorded accurately, kept safely and maximised.
Contents
4.1 Moving funds between your group and national office 4.1.1 Sending funds from your group to national office 4.1.2 Funds from national office to your group
4.1.3 Why hasn’t my group received a payment? 4.1.4 Donations Report
4.2 Gift Aid
4.2.1 How to claim Gift Aid 4.2.2 Top tips
4.2.3 Sponsorship forms 4.3 Paying volunteer expenses
4.3.1 Process
4.3.2 Encouraging claims 4.3.3 Top tips
4.4 Equipment
4.4.1 Asset register
4.4.2 Recording equipment in your cashbook 4.5 Events
4.5.1 Event cash floats
4.5.2 Opportunities for Gift Aid at events 4.5.3 Advice on handling cash
4.5.4 Single event report 4.5.5 Joint events
4.1 Moving funds between your group and national office
There are a number of reasons why groups send funds to national office, and why we will send funds to your group.
4.1.1 Sending funds from your group to national office
Transfers to nationally funded programmes:
Your group may wish to support one or more of the nationally funded programmes (eg Parkinson’s nurses, information and support workers, research and so on). Simply send in a cheque payable to “Parkinson’s UK” along with a copy of the
remittance form provided in the templates section, stating how your group would like the money to be spent.
Passing on a gift or donation:
Someone may pass a donation to your group with instructions to forward this on to national office (possibly for a specific purpose, such as research). Bank the original donation and forward any documentation along with a group cheque for the total. This will be recorded differently in your cashbook, falling under AFR row ‘1’ and
“15a”. Please see the ‘Cashbook advice’ section of the Reference guide for more
information on recording this.
Depositing funds with national office:
Your group can deposit funds with national office. This will pay a favourable rate of interest and can be paid back to your group at any time. As with transfers, please
use the remittance form provided. For more information on this please see the
“Depositing funds with national office” section of the Reference guide.
Making a Gift Aid claim:
This is a great way of maximising your group’s income. Don’t forget you must use the Gift Aid declaration forms or Gift Aid envelopes provided by Parkinson’s UK and the ‘Gift Aid submission form’. For more information please see the ‘Gift Aid’ section in stage “4. Up and running:”, and the corresponding ‘Gift Aid’ section in the
Reference guide.
Reminder - there is a limit on the funds support groups can hold locally. See the ‘Support group local funds limit’ section in stage “3. Up and running” for more information on this.
4.1.2 Funds from national office to your group
National office makes quarterly payments to groups approximately five to six weeks after the quarter to which they relate. These are commonly made for the following reasons:
Gift Aid claims - the donations sent in, and any additional reclaimed tax (please note
there may be instances where we are unable to claim Gift Aid)
membership or membership donations – alongside their membership renewal with
national office your members may make an additional donation for your group
in memoriam donations - funeral directors may send collections or cheques for your
group via national office
events – fundraisers taking part in events (e.g. a sponsored runner) may direct funds
to your group via national office
grants – a grantor (such as BIG Lottery) may make payment to national office for your group
legacies – gifts left by the deceased via their will should come via national office. If you receive or are due to receive a legacy, please see the ‘Legacies’ section of the
Reference guide.
4.1.3 Why hasn’t my group received a payment?
If you have not received a payment into your group’s bank account two months after the quarter end, it may be for the following reasons:
1. National office may put payments to your group on hold:
if your group is found to be in breach of the charity’s rules
if no Annual Financial Return, or year-end bank statements have been returned
if nobody is acting as treasurer for your group
if your support group is holding in excess of the local limit - please see ‘Support
group local funds limit’ section in stage “3. Up and running”
if no bank account is held locally.
2. You are not due a payment - we won’t make a payment if the amount to be paid is less
than £50. Instead we will wait until a time when the total to be paid is greater than £50, when it will be paid in full.
3. The payment is missing in the post, or has been returned by the bank.
If you have any concerns regarding any of these reasons, please contact the Local Networks Finance team to discuss this.
4.1.4 Donations Report
When national office makes a quarterly payment to your group you will receive a
Remittance Advice listing the amount paid to your group, and further analysis of this will be enclosed on the Donations Report. Payments are made by electronic transfer where
possible.
How to record receipts from national office in your cashbook
.
Fig 4-A Donations Report and Receipts cash sheet showing how to record receipts from national office- please note sheets have been shortened for ease of illustration.
P \I KINSON'SuK CHANGE ATIITUDES. FIND A CURE. JOINUS. Donations Report 31/03/2012 Sample Group 123456 Source Member/ Donor/D
Name Date Amount
£ Tax claimed £ Individual Events Participant: Sample, A 123455 123456
Total for participant: Sample, A
Total: Individual Events
Anon Individual Events 2012 (GA), Anon Individual Events 2012 (No GA),
12/011201 2 '12/0"112012 30.00 7.50 3.00 33.00 7.50 33.00 7.50 Membership Total: Membership 123457 123458 123459 Sample. B Sample. C Sample. D 01/02/2012 01/03/2012 01/03/2012 1000 2.50 16.00 4.00 46.00 11.50 72.00 18.00
Branch Gift Aid Submission
123460 Sample. E 27/02/2012
Total: Branch Gift Aid Submission
Branch Report Totals
Parkinson's UK Treasurer's Cash Book RECEIPT
a. en s:::: 52.00 13.00 52.00 13.00 157.00 38.50 £195.50 Date Details dd/m
31105/ 2012 Transfer from national off ice
O)Q>
s:::: ..C
·:;. E (Q :I
a.. s::::
Total year receipts less transfers between accounts{£) 195.50
4.2 Gift Aid
Gift Aid increases the value of donations to UK charities by allowing them to reclaim the tax already paid by donors. If we have a valid and completed Parkinson’s UK Gift Aid
declaration form each £1 donated to the charity is currently worth £1.25.
The declaration has to include very specific wording, so please only use the forms that
we supply as these have been agreed with the HM Revenue and Customs (HMRC).
These forms are provided in the templates section and the Gift Aid envelopes can be requested using the Group Network Order Form.
Fig 4-B below shows a complete Gift Aid submission form. The Sample Group treasurer knows that we already have a Gift Aid declaration for Annabel on file, but we do not have one for Bob. Therefore the treasurer has provided the membership number for Annabel and enclosed a declaration form for Bob, along with a cheque for £70.
Fig 4-B Gift Aid submission form