Faith and Community Camp Payments and Financial Controls
Use organization-controlled accounts, approvals and records for camp money. Reconcile payments and spending, with clear responsibility for checks. Keep participant fees, restricted support and refunds traceable instead of relying on informal personal arrangements.
Use an organization-controlled payment process and records. Avoid collecting camp money through unrelated personal accounts without an appropriate reviewed arrangement.
Assign who may approve spending, issue refunds, handle cash, reconcile payments, and review records. Where possible, use a second independent review for important transactions rather than letting one person control every step.
Record cash promptly with a clear count and receipt process. Match registrations to payments, scholarships, refunds, and outstanding balances. Do not rely on memory or a message thread.
Track restricted funds separately in the books. Keep invoices, agreements, award letters, and evidence of eligible spending. Ask an accountant to set the system appropriately.
Review the cash forecast before payroll and supplier deadlines. A generous donor list does not help if funds are restricted or arrive too late.
Report problems early to the governing body. A small shortfall can sometimes be addressed; a hidden one can become a crisis.
Your task: Have someone not handling daily payments reconcile the session's income and expenses under the approved control process.
