Group Financials FAQ

 


  1. What is a Group fee?
  2. Understanding the Group's bank account
  3. Financial Planning for your Group's future
  4. What is a Group Billing Code?
  5. In-kind donations
  6. Other ways to donate
  7. Fundraising at a glance
  8. What is an Annual Financial Statement and who does it go to?
  9. How do we know which financial records we should keep or not?

 

 

What is a Group fee?

The Group fee is an additional charge to the National registration fee set by the Group. As each Group's program is different Groups have the ability to levy an additional fee to offset costs for programming that they may not necessarily be covered by fundraising.

 

 

Understanding the Group's bank account

Each Group is asked to open a bank account in the name of the Group. Accounts must be named using the following conventions: “Scouts Canada – Group number, name, and section” (e.g. Scouts Canada – 1st Rubber Boot Group). The Group Commissioner has overall accountability for the Group, including finances. There must be at least two Scouters with signing authority for the account. 

All Section and Group bank accounts shall be reconciled monthly. Financial reports shall be provided to the Group Committee monthly. Anyone in the Group receiving or dispensing funds must keep an accurate record.

CIBC has partnered with Scouts Canada to provide Groups with bank accounts to manage their banking needs and to provide volunteers with special pricing on personal bank accounts for their personal banking needs. See CIBC Exclusive offers and solutions designed for Scouts Canada  for detailed information.

Please reference Group Financial Responsibilities and Reporting Procedure for a complete understanding of Group banking.

 

 

Financial Planning for your Group's future

There are Groups across Canada that have been operating under the same charter for over 50 years. Groups work hard to build a reputation and want to ensure the Group lives on for generations within their community. 

We do not tell Groups how or how much they should save for the future as each Group is different. We ask for Scouters to practice good judgement and to understand that reserves for future equipment replacement, special events, operating contingency, or other appropriate projects is an important part of building a successful Group. 

We do ask that Group financial records will be maintained by the Group and be available to the Council should they be required. The Group will maintain the records in a manner that will be in compliance with requirements for financial records storage as set forth by Scouts Canada. For a complete understanding of these requirements please reference the Section and Group Finance Policy 

 

 

What is a Group Billing Code?

The purpose of the code is to enable online registrations to accommodate parents who would like to pay the Group in cash or is receiving a third party subsidy. It is used when the fee is paid directly to the Group rather than through the online registration system.

 For more information see How to use Group Billing Codes

 

 

In-kind donations

Gifts in kind, also known as non-cash gifts, are gifts of property. A contribution of service, time, skills, or efforts, is not property and, therefore, is not a gift in kind.

To maintain our charitable status, all gifts to us must comply with the requirements of the Canada Revenue Agency (CRA). In order for Groups meet these requirements there is a Gift Acceptance and Sponsorship Policy and Gifts-in-Kind Procedure in place. 

This procedure applies to all gifts in kind received on behalf of Scouts Canada or a Group where the donor wishes to receive an official donation receipt. Donation receipts for gifts in kind are applied for gifts of a fair market value of $500 and up.

 

Other ways to donate

There are many Ways to Give donors can give to Scouts Canada as a whole, specifically to No One Left Behind for youth from low income families to receive subsidies or to a Group of their choice directly. 

When donating to the Group directly funds are to be processed by the Group's local Council Service Centre. This can be done by having the donor go to the Council Service Centre and designate the funds for the Group they've chosen, funds will then be dispersed to the Group electronically. Alternatively, if funds are received directly by the Group from the donor the Group will submit the donation to the Council Service Centre for processing. For detailed information reference The Official Donations Receipt for Groups Procedure .

Monetary donations of $20 or more may receive a donations receipt upon request.

 

Fundraising at a glance

Our official fundraisers are Scouts PopcornScoutrees and Apple Day in addition to these Groups are encouraged to have fundraisers imagined, developed and executed by youth. 

Groups are to follow the Section and Group Fundraising Policy to ensure fundraising activities are aligned with our Scouting values. 

Reference the Gift Acceptance and Sponsorship Policy for more information on gift acceptance and corporate sponsorship.

 

 

What is an Annual Financial Statement and where does it go to?

The Annual Financial Statement is a consolidation of the Groups earnings and expenditures for the year. 

Following the fiscal year-end, the Group annual financial statement shall be reviewed by two independent individuals who are not involved in the group financial accounting and reporting. The individuals must be able to understand a balance sheet and income statement. 

After this review Groups are to submit their Annual Financial Statement to their local Council Service Centre consolidating the financial statements of Sections by Nov. 30 of each year.

The financial records of Scout Groups are subject to review by Scouts Canada.

 

 

How do we know which financial records we should keep or not? 

All receipts should be kept to ensure accountability and transparency. Scouts Canada is a charity and must comply with the requirements of the Income Tax Act. Our standards, policies and procedures surrounding financials have been established so Groups meet these requirements.

 

 

Help Centre

Still need help? Please feel free to contact the Scouts Canada Help Centre:

 

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