Centralized Bank Accounts

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					Financial Guidelines for Trefoil Guilds
September 2009


                                           Centralized Banking
                                  Financial Guidelines for Trefoil Guilds

GETTING SET UP ON CENTRALIZED BANKING
 Q1:     Where can I find the contact information and mailing address for Trefoil Guild banking
         support?
          Trefoil Guild banking support is handled by the Unit Administrator for Community 7. She can
          be reached at unitadmin.7@guidesontario.org or 1-877-323-4545 ext 3107.

          Mailing Address:
          Girl Guides of Canada, Ontario Council – Hamilton Office
          360 Queenston Road
          Hamilton, ON
          L8K 1H9

          Telephone: 905-547-4389
          Toll-free: 1-877-323-4545
          Fax: 905 547 4194

 Q2:     How do I contact the Unit Banking Help?
          By e-mail: unitbanking.help@guidesontario.org
          By phone: 1-877-323-4545 ext. 2500

 Q3:     Where can I find the Centralized Banking forms?
         The forms are available here: http://www.guidesontario.org/formembers/financetraining.htm

          Refer to Q1 for contact information for Trefoil Guild banking support.

 Q4:     How do I get my Trefoil Guild set up on centralized banking with RBC?
          Complete the Initial Unit Banking Set-Up Application (Refer to Q3) and submit it to your
          Trefoil Guild banking support. Within three weeks, you will receive a VISA purchase card and
          a set of temporary RBC deposit slips. Later, you will receive a permanent set of RBC deposit
          slips. Do not go to an RBC branch or any other bank to open an account; the set up is done
          exclusively through Ontario Council.

Q5:      What do I do if I cannot deposit at RBC due to the distance of the closest branch?
         Contact your Trefoil Guild banking support for assistance (Refer to Q1).

Q6:      How are Trefoil Guilds that cannot access the internet supported by Ontario Council?
          When there is nobody who can make the necessary online updates to the Trefoil Guild
          account, contact your Trefoil Guild banking support for assistance (Refer to Q1).




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September 2009




BANK ACCOUNTS

Q7:      Does our Trefoil Guild have to use centralized banking?
          In Ontario, all girl Unit and Trefoil Guild banking is done through the centralized banking
          system and online web form. All other bank accounts must be closed.

Q8:      Does our Trefoil Guild need a centralized bank account?
          Yes, your Trefoil Guild must use the centralized banking system if you:
          - meet on a regular basis
          - sell GGC cookies
          - participate in other approved fundraising activities
          - organize events for girls, Guiders or Trefoil Guilds
          - collect dues or regular fees to offset Guild expenses

          No, your Trefoil Guild does not need a centralized bank account if you:
          - meet infrequently (only 1 – 2 times per year)
          - only have social events for your Guild
          - costs for your social activities are paid for by the Members participating in that event at
              the time of the event AND payment goes directly to organizers to offset their costs
          - do not sell cookies
          - do not participate in any fundraising activities
          - do not collect any dues
          Note: Approval of the Trefoil Adviser is required.

Q9:       Is my Guild required to have a purchase card?
          Ontario Council encourages all Trefoil Guilds to have a purchase card. Having a purchase
          card allows the Trefoil Guild to make purchases without being out-of-pocket. Your Purchase
          card can be used to pay for any Trefoil Guild expense including administrative costs such as
          photocopying and envelopes and supplies for both girl Unit and Trefoil Guild activities. It can
          also be used for purchases at the e-store (www.thegirlguidestore.ca )

Q10:      Can we have two purchase cards for the Trefoil Guild?
          No, each Trefoil Guild is provided with one purchase card.

Q11:      Do the Purchase Card Holder and Treasurer have to be the same person?
          No, but both the purchase card and deposit slips will be mailed to the Treasurer for
          distribution.

Q12:      Will my Trefoil Guild be charged any service fees for using centralized banking?
          No. However, there is a charge for NSF cheques (Refer to Q55) and for money orders (Refer
          to Q65).

Q13:      If my Trefoil Guild closes this year but re-opens next year, will the Trefoil Guild still
          have access to the funds remaining at the time it was closed?
          Yes. The funds are held in the Trefoil Guild account for 2 years. If the Trefoil Guild reopens
          within the 2 year timeframe, it receives the funds that it had at the time of closing.




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TREFOIL ACTIVITIES – How can we raise money?
There are 3 sources of funds for Trefoil Guilds: cookie sales, approved fundraising and dues.

Please note that as outlined in the National Fund Development Policy, adult Members are not
permitted to fundraise for adult-only events thus the local portion of the profits, including cookie sales
profits, are to benefit girl Members or girl Units in some way.

Cookie sales by Trefoil Guilds are an excellent way to support Guiding provincially and locally.
Cookies financially support Guiding in two ways: the provincial portion supports provincial initiatives
such as fee subsidy programs, camp operations, and adult training while the portion retained locally
supports Units.

Other approved fundraising – Fundraising is the active solicitation of goods, services or money
including the sale of goods and services. Members are expected to adhere to the National Fund
Development Policy and National Fundraising guidelines at all times. These guidelines can be found
at https://memberzone.girlguides.ca/Governance/governance_policies/governance_policies.pdf

Fundraising applications must be submitted to the Provincial Office at least 1 month in advance. The
form can be found at http://www.guidesontario.org/forms/Fundraising_Approval_Application.pdf

     Forms are mailed or faxed to:
     Girl Guides of Canada, Ontario Council
     Attention: Fundraising
     14 Birch Ave, Toronto, ON M4V 1C8
     Fax: 416 920 5365

Contact the Executive Coordinator at executive.coord@guidesontario.org or 1-877-323-4545 ext
2420 for fundraising forms and assistance.

Dues – Guilds can collect dues from their Members to cover both the administration costs as well the
‘social fund’ for refreshments, cards, and flowers. Each Guild can determine if they want to establish
a specific amount for weekly/monthly/yearly dues or collect dues informally at each meeting. This
could include money raised from Trefoil Guild Members at meetings from activities such as a game
night, bake sale, penny table or auction.


 Q14:     How can Trefoil Guilds raise money to support activities for their Trefoil Guild
          Members?
          Guilds can collect dues from their Members to cover both the administration costs as well the
          ‘social fund’ for refreshments, cards, and flowers. (see above for further explanation).

          All money collected must be deposited in the Guild’s centralized bank account.

 Q15:     How can Trefoil Guilds raise money to support the girl Unit activities?
          Guilds can raise money to support girl Unit activities by selling GGC cookies or participating
          in other approved GGC fundraisers (see above for explanation and guidelines). Fundraising
          applications must be submitted to the Provincial Office at least 1 month in advance.

          All money collected must be deposited in the Guild’s centralized bank account.




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 Q16:     I can apply for a grant for GGC through my employer. Can I designate the money for
          my Trefoil Guild?
          As this money is not a solicited donation, it is not considered to be fundraising so it does not
          have to be approved in advance and the money can be designated to the Guild. The Guild is
          encouraged to use this grant to support girl activities and/or to pass the donation onto a
          scholarship or other type of GGC fund.


TREFOIL ACTIVITIES - How do we pay for our activities?
 Q17:     How can Trefoil Guilds use the proceeds from fundraising to support girl Units and girl
          activities?
          Some examples that are acceptable within the National Fund Development policy are holding
          program days for the girls, providing support for girls with financial needs, hosting Guider get-
          togethers to share programming ideas and donating to the provincial scholarship and
          campership funds. A Trefoil Guild could “Adopt-a-Unit” and offer program resources at Unit
          meetings.

 Q18:     How can Trefoil Guilds support Unit Guiders?
          Trefoil Guilds can host ‘sisterhood’ activities, handle cookie distribution or organize a cookie
          selling opportunity for a Girl Unit(s), or plan a year end dinner for Guiders.

 Q19:     Can a Trefoil Guild use their funds to purchase supplies for girl Unit activities?
          Yes. GGC funds can be used to purchase supplies for program days and Unit activities for
          girls.

 Q20:     Our Trefoil Guild wants to host a ‘sisterhood’ event for Guiders in the community. Is
          there money available to help with the cost of the meeting space?
          Yes, the hall rental can be paid from either Guild funds or the ACL budget. Speak to the ACL
          about this expense when you are planning the event. If you need contact information for an
          ACL please speak to your Trefoil Guild banking support.

Q21:      Our Trefoil Guild wants to host a program day for girls. Is there money available to
          help with the cost of user space rental?
          Check out the events page at http://www.guidesontario.org/events/plan_event_training.htm
          Ontario Council will provide support to program activities outside the girl Unit’s regular
          meetings. Up to $50 once a Guiding year (September 1 to August 31) can be obtained to
          support the cost of user space rental required to conduct the activity.

Q22:      Our Trefoil Guild supports various initiatives in our community. Can we still do this?
          Trefoil Guilds can continue to support organizations and charities in their communities
          through service projects that do not involve fundraising or using Trefoil Guild money including
          funds acquired through GGC approved fundraising. For example, Trefoil Guild Members can
          participate in a clean up in local parks, stuff hand out bags or participate in a local food drive.

Q23:      Our Trefoil Guild donates money to local charities such as the hospital and food
          banks. Can we still do this?
          No. As stated in the National Fund Development Policy, girl Units, Trefoil Guilds and
          provincial councils are prohibited from donating funds which have been collected for GGC
          purposes to other organizations or charities.




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Q24:      Our Guild is hosting a special event and our speaker has requested that we make a
          donation to an outside organization in lieu of payment. Can we still do this?
          No. However, there are many opportunities to make donations within Guiding including
          Canadian World Friendship Fund, twinning projects, scholarship and camp subsidy
          programs, World Centres and supporting the Ontario initiatives such as bringing a patrol from
          South Africa to GM2010. A donation could be made to Guiding in the speaker’s name and a
          certificate presented to the speaker at the event.

Q25:      Our Trefoil Guild purchases supplies such as craft and sewing materials for use in
          community initiatives. Can we still do this?
          GGC funds must be used to support activities for our girl Members. There are many GGC
          projects that Trefoil Guilds can get involved with such as visiting a girl Unit meeting to teach a
          new skill such as knitting. The wool to create the items could be purchased with Guild
          monies. The items could be donated to a community organization in this case.

          Trefoil Guilds can continue to support local organizations through service projects that do not
          involve fundraising or GGC funds. Individual Guild Members can donate the materials to the
          Guild for these projects out of their own pockets.

Q26:      Our Trefoil Guild would like to make a donation in memory of one of our Members.
          How do we do this?
          Each year Ontario Council makes In Memoriam donations to a GGC fund. Please contact
          the Executive Coordinator at executive.coord@guidesontaro.org or 1-877-323-4545 ext 2420
          for more information. A note will be sent to the family.

Q27:      At each meeting our Trefoil Guild collects donations from our Members to give to a
          local charity. Can we still do this?
          As stated in the National Fund Development Policy, Members of GGC are not permitted to
          fundraise for other organizations while actively representing themselves as Members of
          GGC. So the Trefoil Guild can’t collect donations for another charity. If the individual
          Members would like to make a personal donation to that charity, they may do so but the
          money must be given to the charity by an individual and not the Trefoil Guild. The Guild
          could participate in activities that collect non-monetary items such as clothing for a women’s
          shelter, pop tabs or Campbell’s soup labels.

 Q28:     Will the Trefoil Guild banking support keep track of how much money is collected from
          dues and how much money is raised from approved fundraising?
          The Treasurer allocates the revenue to the appropriate category such as dues and cookie
          sales. The Trefoil Guild banking support ‘verifies’ the transaction which means that the
          necessary documentation has been received (i.e. receipts and deposit slips). Your Trefoil
          Guild financial report will show you how much money is collected from each source. It is the
          responsibility of the Trefoil Guild President and Trefoil Guild Treasurer to ensure that Guild
          spending is in compliance with GGC National policies and Ontario financial guidelines.

TREFOIL GUILD EXPENSES
Q29:      How do we cover the administrative costs for our Guild?
          These costs are paid from the dues collected from your Members (as outlined in TREFOIL
          ACTIVITIES – How can we raise money?).

Q30:      Our Guild has a practice of ‘pay as you go’ for Members who participate in activities
          such as lunches, dinners, parties and craft nights.
          Great! This way the Members are covering their costs when they participate. See Q8 for
          guidelines on centralized banking.



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 Q31:     Who pays the cost for our meeting space?
          Guilds are responsible for paying any meeting space costs so they are encouraged to look for
          no cost or low cost alternatives. A payment of up to $150 per year to a church or community
          hall for meeting space is acceptable; however, GGC does not make donations to these
          facilities.

 Q32:     How do I get a cheque to pay for our meeting space?
          In your centralized banking account, go to the ‘Transactions’ drop-down menu:
              1) Select Expense, New.
              2) Complete the online form.
              3) Write the Manual Expense transaction ID on each receipt (each transaction in your
                   account is associated with a unique ID).
              4) Submit documentation (receipts) to your Trefoil Guild banking support.

          If you cannot obtain a receipt then ask the venue to provide a letter stating that it has agreed
          to let the Trefoil Guild use the facility. If you cannot obtain any documentation from the facility
          then send an e-mail or a note of explanation to your Trefoil Guild banking support (see Q1).

PURCHASE CARDS (P-CARD)
Q33:      Is the purchase card a debit card?
          No. The purchase card is a VISA credit card. The card can be used at stores that accept
          VISA. The credit limit is a pre-set monthly limit, not a daily limit. The card cannot be used to
          make deposits or to withdraw cash. As well, only the person issued the card is authorized to
          use it.

Q34:      Do I need to activate the purchase card before I use it?
          Yes. You will receive instructions along with the card.

Q35:      Is the purchase card active for 12 months of the year?
          Yes. The expiry date is on the face of the card.

Q36:      When are the charges cleared off my card; when will my card limit be topped up?
                                          th           st                                 th
          The charges are cleared on the 6 (not the 1 ) of each month. However, if the 6 of the
          month falls on a weekend or public holiday, the charges are cleared the next business day.

Q37:      I am switching to a different Trefoil Guild. Can I continue to use the purchase card that
          I have?
          No. The card is specific to you and the Trefoil Guild. Complete the Change in Unit Banking
          Information form (Refer to Q3) and submit the form to your Trefoil Guild banking support.
          You will receive a new purchase card within two weeks. Destroy and discard the old
          purchase card.

 Q38:     Do I have to pay a VISA bill each month?
          No. Ontario Council pays the bill on behalf of your Trefoil Guild. However, each purchase
          card charge must be covered by the funds in your Trefoil Guild account.

 Q39:     I’ve made a purchase on the card. When will the charge appear in my Trefoil Guild
          account?
          The charge will appear in your account within 3-5 business days. Each charge reduces your
          Trefoil Guild account balance. Do not use the purchase card if you do not have the funds to
          cover the charge. Trefoil Guild accounts should never be in a negative position.




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 Q40:     When I make an online purchase using the purchase card, what is my BILLING
          ADDRESS?
          The billing address is “14 Birch Ave, Toronto, ON, M4V 1C8”.

 Q41:     How do I request a credit limit increase?
          In your centralized banking account, go to the ‘Transactions’ drop-down menu, select Credit
          Limit Requests, and complete the online form.

 Q42:     How early do I need to submit a credit limit request?
          At minimum, you should submit the request at least 3 business days before you need the
          increase to take effect. For urgent requests, complete the Credit Limit Request (refer to Q41)
          and then contact the Unit Banking Clerk at banking.clerk2@guidesontario.org or 1-877-323-
          4545 ext 2408.

 Q43:     Will I be notified once my credit limit request has been processed?
          Yes. You will be contacted at the e-mail address or phone number that you inputted on the
          form.

 Q44:     Why was my purchase card declined?
          There are several possibilities:
          a) The amount of your purchase is higher than the remaining credit balance on the card.
             Request a credit limit increase in advance by completing the online form for Credit Limit
             Request (refer to Q41).
                                                  th
          b) You made a purchase prior to the 6 of the month, but the merchant did not post the
                                     th
             charge until after the 6 of the month. The amount of this purchase has carried over to
             the next cycle.
          c) A merchant has pre-authorized an amount on your card, which has locked in the limit.
             For example, a hotel has placed a security deposit on the card.
          Contact the Unit Banking Clerk at banking.clerk2@guidesontario.org for situations b) and c).

 Q45:     How do I report a lost or stolen purchase card?
          Immediately report this to US Bank Canada at 1-800-588-8067. Also notify the Unit Banking
          Coordinator at banking.coord@guidesontario.org. You will receive a new purchase card in
          approximately one week.

 Q46:     There is a purchase card charge in my account that I did not make. What do I do?
          Immediately notify US Bank Canada’s Fraud Department at 1-800-523-9078. Also notify the
          Unit Banking Coordinator at banking.coord@guidesontario.org. Your card will be cancelled
          and a new card sent to you. US Bank will credit your account for the amount of the
          fraudulent charge. Within a couple of weeks, you will be asked to complete a Statement of
          Fraud document to assist in the investigation. Failure to complete and return this document
          may result in the reversal of the credit.

 Q47:     Can the purchase card be used in other countries?
          Yes, but before travelling abroad, notify US Bank Canada (1-800-588-8065) of where you will
          be going. Otherwise, they may suspect unusual or fraudulent activity and lock your card.
          Also notify the Unit Banking Coordinator at banking.coord@guidesontario.org.

 Q48:     How can I find out the balance on my purchase card?
          Run a balance report (available under the “Reports” drop-down menu of your Trefoil
                                                        th
          Guild centralized banking account) using the 6 of the month as a start-date and the
          current date as the end-date. Near the bottom of the report, you’ll see an amount
          next to Purchase Cards. Subtract this amount from your credit limit to find out your
          balance. Any recent purchase card transactions that have not appeared in your
          account yet will also reduce your balance.



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 Q49:     Will manual expenses and transfers lower the credit balance on the purchase card?
          No. Your purchase card credit balance is not affected by manual expenses or transfers. The
          purchase card credit balance is reduced each time you make a purchase using the card.

 Q50:     I accidentally used my Trefoil Guild purchase card for a personal expense. What
          should I do?
          Make a deposit to the Trefoil Guild account for the full amount of the charge. Allocate the
          purchase card expense to “Other Administrative” and the deposit to “Others”. The Tax
          Amount on the expense must be changed to $0. Submit both the deposit slip and purchase
          card receipt (or a note of explanation) to your Trefoil Guild banking support.

DEPOSITS
 Q51:     To whom do we make cheques payable?
          All cheques are made payable to “Girl Guides of Canada, Ontario Council”. The
          Trefoil Guild name should be written on the memo line of the cheque.

Q52:      Why do I have to write the 6-digit Trefoil Guild Banking User ID on the back of each
          cheque?
          This ensures that the Finance Department can track your cheque in the event that it is
          returned NSF.

 Q53:     I made a deposit, but it hasn’t appeared in my account. Where have the funds gone?
          Deposits usually appear in the account the next business day. If the deposit doesn’t appear
          in 3 business days, contact your Trefoil Guild banking support and provide a copy of your
          deposit slip. Your Trefoil Guild banking support will notify the Finance Department.

 Q54:     There is a deposit in my account that I didn’t make. Who should I contact?
          Contact your Trefoil Guild banking support. Your Trefoil Guild banking support will notify the
          Finance Department.

 Q55:     Is there a charge for an NSF cheque?
          Yes. The charge is $25.00. The amount of the cheque will be reversed from the Trefoil
          Guild account. The Treasurer must collect both the amount of the cheque and the $25.00
          service charge. Once the $25.00 service charge is deposited, complete a Transfer form
          (available under the “Transactions” drop-down menu) to transfer the NSF charge to
          Ontario Council.

MANUAL EXPENSE (CHEQUE REQUESTS)
 Q56:     What is the Manual Expense (“New” Expense) Form used for?
          It can be used to obtain a cheque or money order for the following purposes:
                   To reimburse a Member who has paid out-of-pocket for a Trefoil Guild expense
                   To issue a refund for a cancelled activity
                   To pay a merchant or service provider when the VISA Purchase Card is not accepted
                   To pay for the use of a facility
                   To obtain funds when cash is required
                   To send funds in a foreign currency

 Q57:     Where can I find the Manual Expense form?
          It is available under the ‘Transactions’ drop-down menu of your Trefoil Guild banking account.
          Scroll over “Expenses” and click on “New”.




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 Q58:     What is the procedure to get a cheque or money order?
          In your centralized banking account, go to the ‘Transactions’ drop-down menu:
              1) Select Expense, New.
              2) Complete the online form.
              3) Write the Manual Expense transaction ID on each receipt (each transaction in your
                   account is associated with a unique ID).
              4) Submit documentation (receipts) to your Trefoil Guild banking support.

 Q59:     Do I need a receipt for each manual expense request?
          Yes. A cheque will not be issued if your Trefoil Guild banking support has not received a
          receipt or documentation from you. If you cannot obtain a receipt or documentation, send an
          e-mail or a note of explanation to your Trefoil Guild banking support.

 Q60:     Can I batch receipts and submit them on one Manual Expense form?
          Yes, as long as they are all to be reimbursed to the same payee. Ensure that all receipts are
          stapled and submitted together.

 Q61:     How do I know when my manual expense has been verified?
          A status of “Verified, Administrator” means that your Trefoil Guild banking support has
          verified your expense. A status of “verified, Provincial” means that the Finance Department
          has verified your expense and is issuing your cheque.

 Q62:     Where will the cheques be mailed?
          The cheque will be mailed to the address that you inputted on the manual expense form.

 Q63:     When will my cheque be issued and mailed?
          Accounts Payable issues cheques on a weekly basis. If your Trefoil Guild banking support
          receives your request and complete documentation by Wednesday, the cheque will be mailed
          the following Thursday.

 Q64:     I have an event coming up that will require a cash payment. How do I do this?
          Input a Manual Expense payable to a Guider in the Unit. Specify “ADVANCE” in the
          comments field. Send an e-mail or a note of explanation to your Trefoil Guild banking
          support. After the event, deposit any leftover money back into the Trefoil Guild account, and
          send all receipts to your Trefoil Guild banking support. For events organized by Guiding
          event planners and attended by more than four Units, registration and finances are handled
          by the Local Event Coordinator. Contact event.coord@guidesontario.org for details.

 Q65:     Can I request a money order instead of a cheque?
          Yes. On the Manual Expense form, indicate Money Order in the “Comments” field. There is
          a $6.50 service fee charged to the Trefoil Guild for each money order.

 Q66:     Can I get funds in a currency other than Canadian dollars?
          Yes. On the Manual Expense form, indicate the type of currency (e.g. USA, Euros) in the
          “Comments” field. Submit documentation to your Trefoil Guild banking support. A money
          order is issued for all foreign currency requests. The Trefoil Guild will be charged the $6.50
          service fee for the money order as well as the remaining cost of the currency (i.e. Total CAD
          dollar cost of money order less amount originally inputted on the Manual Expense form).

 Q67:     How do I issue a refund to a Member for Trefoil Guild activities?
          Input a manual expense and submit documentation (or a note of explanation) to your Trefoil
          Guild banking support demonstrating that the original payment had been received.




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 Q68:     How do I delete a manual expense?
          Click on the Transaction ID number in order to view the expense details. Then click on the
          “Edit” button and the “Delete” button will appear. If there is no “Edit” button, contact your
          Trefoil Guild banking support. Expenses that are “Verified, Provincial” status cannot be
          deleted.

 Q69:     Can I be reimbursed by direct deposit instead of a cheque?
          No. At the present time, this feature is not available.

TRANSFERS
 Q70:     What is the Transfer form used for?
          It can be used for the following purposes:
                 To transfer funds to another girl Unit/Trefoil Guild
                 To transfer Canadian World Friendship Fund or Dominica Twinning donations to
                 Ontario Council
                 To make a payment to a Girl Guides of Canada, Ontario Council camp or event
                 To transfer the NSF cheque fee to Ontario Council

 Q71:     Where can I find the Transfer form?
          It is available under the “Transactions” drop-down menu of your Trefoil Guild banking
          account.

 Q72:     I’ve inputted a Transfer request, but the funds have not come out of my account.
          Why?
          Transfers are not processed automatically. Guild-to-Guild, Guild-to-Unit and Unit-to-Guild
          transfers are processed daily and Guild-to-Council transfers (e.g. camp payment, event
          payments) may take up to two weeks.

 Q73:     When will the cookie money be removed from the Trefoil Guild account?
          The money will be automatically withdrawn on the due date listed on the invoice. Do not
          prepare a manual expense or transfer request.

 Q74:     Can Ontario Council just take money from my Trefoil Guild account?
          Ontario Council will withdraw money owed for cookies according to the invoice sent to your
          Trefoil Guild during each campaign. Otherwise, funds are transferred in or out according to
          documented agreements.

 Q75:     Are Canada World Friendship Fund donations (CWFF) and Dominica Twinning
          donations withdrawn automatically from the Unit account?
          No, only your Trefoil Guild knows how much to transfer. Complete the Transfer form.

 Q76:     Why has a transfer appeared as a negative expense in my Trefoil Guild account?
          A negative expense means that your Trefoil Guild has received money, not lost money. The
          Trefoil Guild that initiated the transfer to your Trefoil Guild specified that this was a “shared
          expense” meaning that they are reimbursing your Trefoil Guild for a portion of an expense.
          This is treated like a refund.

 Q77:     I made a mistake on the Transfer form. How can I cancel or change the request?
          Contact your Trefoil Guild banking support. She will contact the Finance Department on your
          behalf.




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BANKING ACCOUNT TECHNICAL SUPPORT
 Q78:     Why can’t I log in to my account?
          After three unsuccessful log-in attempts, your account is locked for security reasons. When
          this happens, your password will be reset and the new password e-mailed to you.

 Q79:     I’ve logged in and my account has many 2007 transactions that aren’t mine. What do I
          do?
          You may have logged in to the Training website. For your actual Trefoil Guild account, log in
          to this link: https://ggoUnitbanking.guidesontario.org/Main.aspx

 Q80:     The drop-down menus across the top of my account come up blank. How do I fix this?
          This may happen if you are using Internet Explorer version 8.0. To correct the problem, click
          on the “Tools” menu at the top of your browser and then click on “Compatibility View”. Your
          page will refresh and you should be able to see the drop-down menus.

 Q81:     The Before Tax Amount and Tax Amount don't match my receipt. Why?
          The system automatically calculates a 13% tax rate based on the After Tax Amount of your
          purchase. If some items are only partially taxed or not taxed at all, the amounts on your
          receipts will not automatically match the on-screen amounts.

 Q82:     How do I edit the Before Tax Amount and Tax Amount?
          Click the "Edit Amounts" button and then click "Ok" that the distribution will be wiped out.
          You will then be able to adjust the amounts and save the changes.

 Q83:     My Trefoil Guild banking support unverified my expense. I have made the
          appropriate changes, but the expense is still listed as “Unverified, Guider”. What am
          I doing wrong?
          Once the corrections are made and saved, click on the “thumbs-up” icon to verify your
          expense.

 Q84:     How do I allocate a purchase card refund?
          Allocate the refund in the same way that you allocate a purchase, except use negative
          numbers.

 Q85:     How do I allocate Guide Store purchases where there is a Shipping & Handling
          charge?
          Click the “Edit Amounts” button to add the Shipping & Handling charge to your Before Tax
          Amount. You can then allocate the Shipping & Handling charge to the Postage/Courier
          category.

 Q86:     I have allocated my expense/revenue to the wrong category. How do I correct this?
          As long as the expense/revenue is not “Verified, Provincial”, you can change the category. If
          you no longer see the “Edit” button, contact your Trefoil Guild banking support. If the
          expense/revenue is “Verified, Provincial”, you will need to complete a Guild-to-Guild Transfer
          request to reallocate the funds.

 Q87:     Can I scan and e-mail or fax my receipts and deposit slips?
          Yes, it is acceptable to scan, e-mail or fax supporting documents (e.g. receipts and deposit
          slips) to your Trefoil Guild banking support. However, you must submit all the original
          receipts and deposit slips by the end of the Guiding year.




                                                                                        Page 11 of 12
Financial Guidelines for Trefoil Guilds
September 2009




MULTI-UNIT JOINT EVENT PROCEDURE

NOTE: The following procedure assumes that the Joint Event Treasurer is also a Trefoil Guild
      Treasurer who has access to a Trefoil Guild banking account. If this is not the case, the Joint
      Event Treasurer should partner with a Trefoil Guild. This Trefoil Guild will then be designated
      as the “Event Banker Unit”, but only for the purpose of flowing funds in and out of the
      account. The Joint Event Treasurer maintains responsibility for all joint event details.

Step One:            Designate one Trefoil Guild as the “Event Banker Unit” (EBU). All other Guilds are
                     “Participant     Units” (PU).
Step Two:            ALL Trefoil Guilds collect registration money from their own participants.
Step Three:          ALL Trefoil Guilds deposit the collected registration money into their own Trefoil Guild
                     banking account. The funds should be allocated to “Joint Event Revenues”.
Step Four:           PU completes Transfer form to forward funds to EBU (see sample Transfer form
                     below).




Step Five:
       EBU makes ALL purchases for the event and allocates the expenses to “Joint Event
                    Expenses”.

          Step Five (Exceptions):
          Q:     What if a PU will be making an event purchase using their purchase card?
                 EBU completes the Transfer form to forward funds to the PU before the purchase is
                 made. After the purchase, PU transfers any remaining funds back to EBU.

          Q:         What if a Member makes an out-of-pocket event purchase?
                     The Member submits the receipt to the EBU. EBU completes the Manual Expense
                     form to request a reimbursement cheque for the Member.

Step Six: (if applicable):
                If profits or additional revenues remain, EBU transfers funds back to PU as agreed. If
                additional costs are incurred, PU transfers funds to EBU to cover the costs.




                                                                                          Page 12 of 12

				
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