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.
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