Club Payment Processing Form Prince William County 4-H Association 18 USC 707 18 USC 707 4-H Club Payment Processing Form is authorized to initiate the purchase of items or services out of club funds, for use by our 4-H lubrganization. urchased items ill be used for the folloing eventpurpose ames -euires to Signatures 4-H lubrganization Amount Date Verified I hereby certify that the expenses listed above were incurred by me and are necessary and appropriate expenditures of the 4-H Club. By my signature, I acknowledge that the goods purchased become the property of Prince William County 4-H Association. Signature Date
Club Individual Reimbursement Form Prince William County 4-H Association 18 USC 707 18 USC 707 4-H Club Individual Reimbursement Form has purchased items or services out of their on personal funds, for use by our 4-H lubrganization and is approved to receive reimbursement in the amount indicated belo. riginal itemized receipts must be attached to this voucher Description of items and use/purpose (Activity / Event) ames -euires to Signatures 4-H lubrganization Amount Date Verified I hereby certify that the expenses listed above were incurred by me and are necessary and appropriate expenditures of the 4-H Club. By my signature, I acknowledge that the goods purchased become the property of Prince William County 4-H Association. Signature Date
Prince William County 4-H Association 18 USC 707 18 USC 707 4-H Club Deposit Form ames -euires to Signatures 4-H lubrganization Amount Date Verified This form accompanies club deposits and is then ept ith the ban validated deposit ticet for club records.
PWC4HCLUBFUNDRAISINGGUIDELINES Clubs are allowed to do their own fundraising but need to follow a few guidelines and rules in order to stay compliant with the state and federal tax laws as well as with the memorandum of agreement we have with the VA Cooperative Extension and VA Tech. The PWC 4-H Association has a Fundraising Committee and they will be the group overseeing the clubs fundraising activities as well as the PWC 4-H Association s fundraising activities. The goals for monitoring our clubs fundraising efforts are to: be able to accurately report all fundraising activities on the Association s annual tax returns keep within the guideline that 85% of the fundraising efforts are conducted by volunteers and not paid staff ensure the fundraising efforts are in accordance with the 4-H mission and standards streamline the fundraising efforts within the county so we can support each other and keep scheduling conflicts to a minimum. To avoid complications, please do not commit to your fundraiser date(s) and/or any outside group or company that may be involved until your fundraising concept has been received and approved. The steps clubs will need to take for club fundraising are as follows: 1. All clubs need to submit a completed copy of the attached Fundraising Activity Request Form to the PWC 4-H Fundraising Committee. Please email your forms to the 4-H office or mail to 8033 Ashton Avenue, Suite 105, Manassas 20109 2. Submissions need to be turned in at least 4 weeks in advance or sooner of the tentative fundraising date. This will ensure that we have time to look it over and contact the club if we have any questions. 3. Once approval has been given, clubs may proceed and will keep the Fundraising Committee apprised of any changes or problems that may come up that will change the fundraising activity in anyway. Last minute requests will be handled on a case by case basis in accordance with the availability of the Fundraising Committee Chair and members. 4. Detail records of all revenue and expenses related to the fundraiser need to be kept separate from program income and expenses. Our purpose is to maintain accurate records and a sense of unity and support to each of the PWC 4-H clubs. If you have any questions please let us know. We look forward to working with you and helping your club to be as successful as possible in their fundraising efforts.
PWC 4-H Club Fundraising Activity Request Form Please print clearly. Club Name: Date of Request: Fundraiser Activity: Location / Method: Proposed Date(s) or time period of Activity: Description of Volunteer Involvement: Items required from 4-H office: Financial Information: Budgeted Revenue $ Budgeted Expenses $ Submitted by: Club Leader Name Phone # Email Approved by: Date: Fundraiser Committee Member 4-H Cooperative Extension Agent Date:
PWC 4-H Club Donor Receipt Request Form Please print clearly. Club: Amount of Cash Donated Non Cash Items Donated Purpose / Use of Donation Date Donated Name and Address of Donor Submitted by: Club Leader Date: Contact Information (Email Phone#) Donation Receipt Sent by: Date:
Prince William County 4-H Association 4-H TREASURER S REPORT 18 USC 707 18 USC 707 Club: Date of Report Signature Treasury Activity Since Meeting: alance ast Meeting Income (since last meeting) Date Source Amount Total ncome Expenses (since last meeting) Date To Whom and Purpose Amount Total ncome urrent alance *Current Balance = Balance last meeting, plus total income, minus total expenses.
AUDITING COMMITTEE ach 4-H club handling funds is to have an audit committee eamine and verify the clubs records and money at the end of the club year. The chairperson of the committee should mae a report to the club and sign the folloing statement for a permanent record. A club leader should also sign the report. An auditing committee prevents misunderstanding and protects the club and the outgoing and incoming treasurers. our club president ill appoint an audit committee ith the approval of the clubs 4-H organizational leader. e have eamined the treasurers record and nd that Signed, Date Chair of Auditing Committee Signed, Date Member of Auditing Committee Signed, Date 4-H Leader Signed, Date 4-H Agent ANNUAL AUDIT Auditors names committee of to or more members and 4-H leader
INVENTORY REPORT FORM 4-H Property Inventory Report Form Instructions: Use this form annually to document tangible assets owned by your 4-H club or organization. Inentory on Category I items consumable, low-replacement alue, low-risk can be maintained by the 4-H club or organization. These items are not insured by Virginia Tech. Inentory on Category II items non-consumable, high-replacement alue, medium- to high-risk must be maintained at te tension Oe. These items are in the care, custody, and control of the 4-H agent and are insured by Virginia Tech. Publication 388-140 Revised 2013 Category III items high-replacement alue, high-risk are the property of Virginia Tech and must be inentoried in the uniersity system. ontact the tate 4-H Youth eelopment fce for information. All tangible assets should be identied by either a sticker or inscription with the 4-H club or organization s name and other appropriate information. The existence, ownership, condition, and location of items must be updated annually. * Club or Organization Name Leader s Name Inventory Date Description of Property VT Inventory # Manufacturer Model # Serial # Date Acquired Place of Storage Date of Disposal Please Note: You may choose to keep additional records such as titles, receipts, letters of acknowledgement, maintenance agreements, etc. eep all records in a safe location protected from re, water damage, or other hazards. www.ext.vt.edu Produced by Communications and Marketing, College of Agriculture and Life Sciences, Virginia Polytechnic Institute and State University, 2013 *18 USC 707 Virginia Cooperative Extension programs and employment are open to all, regardless of race, color, national origin, sex, religion, age, disability, political beliefs, sexual orientation, genetic information, marital, family, or veteran status, or any other basis protected by law. An equal opportunity/affirmative action employer. Issued in furtherance of Cooperative Extension work, Virginia Polytechnic Institute and State University, Virginia State University, and the U.S. Department of Agriculture cooperating. Edwin J. Jones, Director, Virginia Cooperative Extension, Virginia Tech, Blacksburg; Jewel E. Hairston, Administrator, 1890 Extension Program, Virginia State, Petersburg. VT/1113/4H-200
Financial Support Request Form - Page 2 Name