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					INCOME AND OFFICIAL RECEIPTS

1.0      Income Documentation

1.1      All income shall be recorded through the issuing of official receipts. Examples of
         income are donations, fees, sale of goods and fundraising projects.

1.2      To ensure the complete recording of income, the Treasurer/Accounts officer
         shall issue an official receipt in duplicate for all income received directly by the
         Treasurer/Accounts officer and in ascending serial number order. A triplicate
         receipt shall be issued for income received that is not made direct to the
         Treasurer/Accounts officer. No official receipts shall be skipped and left blank
         to prevent any possible confusion or misuse.

1.3      All details of the income received, such as the name of payee, the purpose and
         the amount, shall be written clearly on the official receipts in ink. The carbon
         copy shall not bear any writing in ink.

1.4      All official receipts issued shall only be valid if it bears the signature of an
         authorised person by the Board. Computer generated receipts may not require
         any signature.

1.5      Should there be a need to make an alteration on the official receipt, it needs to
         be authenticated by the person authorised to issue the receipt.

1.6      If an official receipt is subsequently cancelled, the cancelled receipt shall be
         attached to the duplicate/triplicate.

2.0      Controls over Official Receipt Books (Duplicate)

2.1      To prevent possible misuse, all used and unused official receipt books shall be
         kept in a locked cabinet in the mosque’s office. The loss of any official receipt
         books shall be reported to the police and the Majlis.

2.2      Every official receipt book shall bear a control number printed in series. For
         example, receipt book 001 shall contain receipts with serial numbers 00001 to
         00100.

2.3      Only one official receipt book shall be used at any one particular time.

2.4      The official receipt book shall be maintained by the Treasurer/Accounts officer.

3.0      Official Receipt Book Register (Duplicate)

3.1      Upon taking delivery of newly printed official receipt books, the serial numbers
         of the receipts in each booklet shall be verified by the Treasurer/Accounts
         officer for completeness. Upon verification, the Treasurer/Accounts officer
         shall update the Official Receipt Book Register.
3.2   To ensure proper control and accountability, the official receipt books shall be
      issued in ascending control number order and every issue of an official receipt
      book shall be recorded in the Official Receipt Book Register.

4.0   Intermediary

4.1   An intermediary is defined as a person appointed to accept/collect money on
      behalf of mosque.

4.2   The Board shall appoint the intermediary and issue appointment letters, which is
      to be acknowledged (signed) by the appointed intermediary and endorsed by the
      Chairman and Treasurer. There shall be an expiry date on the appointment
      letter.

4.3   When money is collected by an intermediary, a triplicate receipt book shall be
      used.

5.0   Controls over Triplicate Receipt Books

5.1   To prevent possible misuse, all used and unused triplicate receipt books shall be
      kept in a locked cabinet in the mosque’s office. The loss of any triplicate receipt
      book shall be reported to the police and the Majlis.

5.2   Every official receipt book shall bear a control number printed in series. For
      example, receipt book T001 shall contain receipts with serial numbers T0000001
      to T0000100.

5.3   At any one particular time, a few triplicate receipt books can be used by
      appointed intermediaries.

5.4   The Treasurer/Accounts officer shall control issuance of the triplicate receipt
      books to intermediary.

5.5   The second copy of the triplicate receipt that is kept by intermediary shall be
      retained for at least three years after the Statutory Audit.

6.0   Triplicate Receipt Logbook

6.1   Upon taking delivery of newly printed triplicate receipt books, the serial numbers
      of the receipts in each booklet shall be verified by the Treasurer/Accounts
      officer for completeness. Upon verification, the Triplicate Receipt Logbook
      shall be updated by the Treasurer/Accounts officer.

6.2   To ensure proper control and accountability, every issue of a triplicate receipt
      book shall be recorded in the Triplicate Receipt Logbook. Upon return of
      triplicate receipt books, the Treasurer/Accounts officer shall record the used
      receipt serial numbers. On the next issuance of the same triplicate receipt book
      to other intermediary, the Treasurer shall monitor the usage of the receipts.

7.0   Chest Collections and Donation Boxes

7.1   All income from the collections of the Chests and Donation Boxes shall be
      recorded in the Chest Collection Register. Two persons shall witness the
      opening and counting of monies of the Chest Collections or Donation Boxes.
      The name, NRIC, and signature of the witnesses are to be recorded in the Chest
      Collection Register.

8.0   Project Income Control

8.1   Where income from projects are collected through other means such as the sale
      of coupons or tickets or the distribution of donation cards, the Project Income
      Control Register shall be updated.

8.2   The Project Income Control Register shall record all movements of the
      coupons, tickets or donation cards and the persons they were issued to. Where
      it is not possible to record all the information in the Register, a distribution list
      may be attached.

8.3   The Treasurer/Accounts officer shall ensure that all donation cards and unsold
      coupons or tickets are returned and accounted for.

8.4   Such coupons, tickets or donation cards shall bear pre-printed Serial Numbers
      and the Date of Expiry.

8.5   The date of expiry shall not be more than one year from the commencement of
      the fund raising project.

8.6   Any loss of donation cards, coupons or tickets shall be reported to the Majlis
      and the Police immediately.

9.0   Fees Collection

9.1   Any fees payment not made direct to the Treasurer/Accounts officer in the
      mosque’s office shall be issued with a triplicate receipt, with
      (i)   one copy to the student/course participant i.e. payee
      (ii)  one copy to the intermediary i.e. teacher or class representative
      (iii) one copy to Treasurer/Accounts officer

9.2   The Treasurer/Accounts officer shall control issuance of the triplicate receipt
      books.

9.3   The Treasurer/Accounts officer shall maintain and update the students’
      database on a monthly basis.
9.4    The intermediary shall keep track of students/course participants who have
       not paid up the fees and update the Treasurer/Accounts officer regularly i.e.
       weekly or monthly.

9.5    The fees collected shall be submitted to the Treasurer/Accounts officer on
       the day of collection.

9.6    For madrasah and kindergarten, the principals shall work closely with the
       Treasurer/Accounts officer on outstanding fees. The principals shall assist to
       discharge their teachers to send reminder letters to parents of students who
       have not paid up the fees monthly. For courses, the Treasurer shall discharge
       his/her staff to send reminder letters to course participants who have not
       paid up the fees regularly i.e. weekly or monthly.

9.7    The intermediary shall return the third copy of the triplicate receipt to the
       Treasurer/Accounts officer once the receipts had been used. The
       intermediary shall retain the second copy of the triplicate receipt.

9.8    The Treasurer/Accounts officer shall issue the official receipt (duplicate) to
       the intermediary upon receipt of the fees for accounting record and banking
       purposes.

9.9    The Treasurer shall announce the fees collection report in the Board
       meeting. The amount of shortfalls in payment shall be made known to the
       Board.

10.0   Sale of Goods

10.1   The Board is required to approve all goods sold by mosque’s staff and
       activists.

10.2   Any fees payment not made direct to the Treasurer/Accounts officer in the
       mosque’s office shall be issued with a triplicate receipt, with
       (i)   one copy to the supplier/vendor i.e. payee
       (ii)  one copy to the intermediary i.e. mosque’s staff or activists
       (iii) one copy to Treasurer/Accounts officer

10.3   The Treasurer/Accounts officer shall control issuance of the triplicate receipt
       books.

10.4   There shall be a Goods Register for all goods sold by mosque e.g. books,
       uniforms, CDs, etc. The Goods Register shall record and update the amount
       of goods sold and to whom the goods are sold to. It shall be maintained by
       the Treasurer/Accounts officer.

10.5   The goods shall be stored in a safe place and to be accessed only by officer(s)
       appointed in the selling of the goods. A regular stock-count is to be carried
       out, recorded and acknowledged by a witness. Should the goods cannot be
       stored in a secured place and can be accessed by others, daily stock-count
       shall be carried out, recorded and acknowledged by a witness.

10.6   If any of the goods is discovered to be missing, it shall be reported to the
       Board immediately and the matter is to be mentioned in the Board’s meeting
       and reflected in the minutes.

10.7   There shall be an expiry date for the mosque to sell the goods especially
       goods on consignment. Goods not sold are to be returned to the consignor
       immediately after the agreed written expiry date with acknowledgement
       receipt given to mosque.

10.8   The finalised Statement of Accounts for the sale of goods shall be presented
       to the Board for approval within 3 months of the expiry date of the sale.

11.0   Safekeeping of Mosque’s Money

11.1   All income collected shall be kept in the mosque’s safe if the money is not to
       be banked-in after collection.

11.2   A logbook shall be maintained to keep track of the person and the
       date/time the safe was opened and amount put in/taken out from the safe.
       A witness shall sign on the logbook.