Report Due Dates  You have 30 days to prepare and submit your Monthly Financial Report (MFR) to Ambassador. Example: Your May report will be due on July 1 st.  We will send Headquarters an updated Compliancy Report every Wednesday morning. If you send in your report you will not see it updated on the compliancy report until the following Wednesday.

 Fax:  -Verify that it’s not upside down.  -Make sure you get a confirmation report.  Mail: 7521 Presidential Lane, Manassas, VA Cons: May get lost, takes several days, and no confirmation of receipt.  -You will always receive a reply from Stephanie that she received it. -Common mistake: Misspelling “Verizon.” -Common mistake: Attaching wrong file. -Try to scan attachments all together when possible. Methods of Reporting

 Page 1 of the Report Showing Income and Expenses -Do not send Page 2—Must be kept with unit files in case you get audited.  Bank Statement -All pages of statement that contain activity. -Bank statement needs to show the beginning and ending balance for the month. -Send the reconciliation if the ending balance is different than report balance. -Must have the bank’s name, address, and your account number on it.

 First, check the online compliancy report to see if the current month is marked off.  If it is not, then check to see that you have submitted that report and received some sort of confirmation.  If you did submit it and have confirmation, call Ambassador at to inquire why you are still locked out. If it is our error, we will contact Headquarters immediately to have you unlocked. Common Reasons Why You Get Locked Out: o You have not sent in the current month that is due. o You sent it to the wrong address. o Your fax did not go through. o Your fax was upside down. o It got lost in the mail.

This is Page 1 of the Monthly Financial Report. It was updated in the YM Database on 5/2013. Please make sure that this is the version of the report that you submit.

Monthly Financial Report-Page 2 Itemized Record, Subject to Review Do not send to Ambassador Accounting Keep for your records. DETAIL FOR CERTAIN INCOME Dues or Registration Fees for a member (YM or adult) of your unit: Regular Unit Level Dues$0.00 Dues collected to be sent to HQ$0.00 Fees for the unit's special activities or events$0.00 Fees collected for YM events, schools, encampments, programs, etc. put on by another Unit, BN, Reg, Div, or HQ$0.00 Total (agrees with page 1)$0.00 Other Income (only income that does not fall into a category above) Amounts collected for Uniforms, Books, Tshirts, etc.$0.00 Refunds received for purchases made (for items you returned, etc.)$0.00 Funds reimbursed to the Unit (such as return of unused funds that were advanced or withdrawn for cash needs at an event)$0.00 Other: (describe)$0.00 Other: (describe)$0.00 Other: (describe)$0.00 Total (agrees with page 1)$0.00 DETAIL FOR CERTAIN EXPENSES Unit Activities Costs of regular meetings (food, supplies, etc.)$0.00 Office Supplies, Rent, Utilities, Phone, etc.$0.00 Costs of special activities (do not include amounts paid to other units, BN, Reg, Div, or HQ here)$0.00 Total (agrees with page 1)$0.00 Equipment purchases that cost over $500: List equipment:$0.00 List equipment:$0.00 List equipment:$0.00 Total (agrees with page 1)$0.00 Other Expenses (only expenses that do not fall into a category above) Other: (describe)$0.00 Other: (describe)$0.00 Other: (describe)$0.00 Total (agrees with page 1)$0.00

 Name of Unit :  Please do not abbreviate name or use initials.  Please right out full name and which state you are from.  Month/Year --Same as Bank Statement  Type of Account —Need one report per account—Checking, Savings, Petty Cash, etc.

Make sure the beginning balance agrees with ending balance from the prior month’s report. It should agree with beginning balance on your bank statement.

This section is where you total all monies received either through Fundraising or Contributions. If it is a contribution donated for a specific purpose, list that purpose and the amount specified.

This is where you total all monies collected from members of your unit for dues and registration fees.

This is where you list any interest that your bank account received for the month (usually a small dollar amount).

 If you receive money from another unit you need to list it under “Amounts Received from another Unit” section.  List each unit’s name and the exact amount paid.  If you paid to multiple units, do not lump total together. Must be broken out individually.  Do not abbreviate the name of the unit. Transferring Money Between Units Transferring Money Between Units

This is where you list any money that you received from Headquarters.

This is where you list any money you received from another bank account held by your unit.

This is where you list any money you received that does not fall under any other income category.  Examples: Sale of Merchandise, books, uniforms, any refunds, etc.

Please use a calculator to add up all income amounts and list as Total Income.  This figure should match your total deposits listed on your bank statement.

This is where you list all monies spent for unit activities such as trips, outings, parades, etc.

This is where you list all monies spent for fundraising activities such as carwash supplies, candle purchases, wreath purchases, candy purchases, etc.

 The only time you list anything under Equipment Purchases is when you have ONE SINGLE item that costs over $500. ONE BIG PURCHASE.  Example: A Computer, Trailer, Tent  You must list a description of the item purchased. EXPENSES Unit Activities Fundraising Expense Equipment Purchases that cost over $ Give Description of Equipment: Computer Amounts PAID to another Unit, Battalion, Regiment, or Division Please list each unit, BN, Reg, Div with the amount paid to each for encampment, regular dues, etc: Unit Name: Amounts Paid to Headquarters Money transferred from this bank account to another account held by your unit Other Expenses ( only expenses that do not fall into a a category above) Total Expenses $ Equipment Purchases Over $500

Transferring Money Between Units Transferring Money Between Units  If you pay money to another unit you need to list it under “Amounts Paid to another Unit” section.  List each unit’s name and the exact amount paid.  If you paid to multiple units, do not lump total together. Must be broken out individually.  Do not abbreviate the name of the unit.

This is where you list all payments made to National Headquarters either electronically or by check.

This section is where you list any money you transferred to another bank account held by your unit.

This is where you list any monies spent on any expenses not listed above.  Examples: Rent, bus insurance, office supplies, postage, uniforms, camelbacks, etc.

Please use a calculator to add up all expense amounts and list as Total Expenses.  This figure should match your total checks/debits listed on your bank statement.

The ending balance should equal your beginning balance plus the total income minus the total expenses.  Please use a calculator verify this amount is accurate.  This figure should match the ending balance on your bank statement.

Each report must have 2 signatures for you to be compliant. The signers cannot be related. The signers have to be registered adults. Please fill out all contact information for both signers so that we can easily get in touch with you if we have questions or are missing something.

This section is where you would list any non-monetary items donated to your unit that are worth over $500. List the description and the value of the items.

In this section you will find our phone number, fax number, and . Office staff: Kathy Howe Stephanie Christianson Holly Hall

 When you change banks or just open a new account, you must do the following:  Send a report and bank statement for the OLD Account for each month until the bank statement shows a zero balance.  List money taken from the OLD account and given to the NEW account as a transfer of money to “Another account held by unit.”  List money deposited into the NEW account as a transfer of money from “Another account held by unit.”

Monthly financial reports must have BOTH Unit Commander and Paymaster ACTUAL signatures not a cursive font.  Reports will not be considered complete/compliant with only one signature ALL Divisions, Regiments, and Battalions are required to file monthly financial reports.  Reports are required even if you do not have a bank account!  Unit Commander must sign report  2 signatures not required if the Div, Reg, or BN does not have a Bank Account