Finance procedure
All our guidance and advice for running your guiding accounts and managing guiding finances
Last updated: 6 November 2024
This procedure explains how to follow the finance policy and carry out your responsibilities when managing money and financial accounts.
This information is all available in the unit finances section of our website.
Whether you're dealing with day-to-day finances for your unit, or a commissioner overseeing the end of year review process in your area, this guidance will make sure you're doing this correctly.
What you need to do, and how you do it, might vary depending on which country or region you’re guiding in, especially if you're outside of the UK.
If you're a member of Girlguiding British Overseas Territories, you must follow local laws about handling money and financial records, even if this conflicts with our finance policy and procedure. If you’re unsure about how to use these procedures in your country, get in touch with [email protected].
Bank accounts
This part of our finance procedures explains how to open, maintain and, if needed, close your guiding bank account.
- Choosing the right bank account
- What you need to open a bank account
- Changing or removing signatories on a bank account
- Banking online safely
- Closing a bank account
Setting and following a budget
This part of our finance procedures explains how to set and follow a budget.
Payments and expenses
This part of our finance procedures gives guidance on making and receiving payments and claiming expenses.
Making payments
- Using debit cards
- Using cheques
- Paying for annual subscriptions
- Using dual authorisation
Receiving payments
- Direct payments into back accounts
- Receiving cash and cheques
Expenses
- Claiming expenses
- Donating expenses
- Approving expenses
- Grants for advisors and coordinators
Keeping account records
This part of our finance procedures explains how to keep up-to-date accounting records.
- Who’s responsible for keeping account records?
- How to keep accounts
- Expenditure
- Money raised through fundraising and donations
- Money from grants
- Taxation
End of year review of accounts
This part of our finance procedures explains how to prepare end of year accounts and have them independently reviewed.
- What do I need to do?
- How do I prepare the statements I need?
- What’s an independent review or examination?
- Who can be an independent reviewer?
- What do I need to do as an independent reviewer?
- What do I need to do as a commissioner?
Dealing with financial problems quickly
This part of our finance procedure explains how to take action quickly if you’re facing a financial challenge.
- What should I do?
- How can I cover costs during challenging times?
- What do I need to do as a commissioner?
Managing finances for overseas trips
This part of our finance procedures explains how to make sure your finances are in order before heading overseas.
Lending money
This part of our finance procedures gives guidance on giving short-term financial support to a unit or level.
