Please fill in the fields on the envelope as follows:
Amount: Fill in the amount in the envelope
Activity Date: Date money was collected.
Activity and Additional Information: Please write information about why the money was collected, and what it is for.
Prepared by: Signature of person who collected money
Submitted by: Signature of person turning in envelope, if different than Prepared by:
Summary of Receipt Voucher:
- Coin: Total of coins in envelope
- Currency: Total of paper money in envelope
- Checks: If you just have a few you may list them separately. If there are a lot, we suggest grouping the checks by check amount (for example): $5.00 x 3 = $15 | $10.00 x 5 - $50.00 | Total checks: $65.00
Total: Total amount of coin, currency and checks in envelope
Received by: This field is filled out by one of the ladies at the lunch table. Every envelope should be given to the lunch table ladies, who will log the envelope onto a receipts journal, to track all the envelopes received. If cash is included in deposit, two people must count cash together and both sign the envelope.
Date: Current date
Please pay: Fill in the amount of the check you would like to receive
As evidenced by: receipt (if you are being reimbursed for an expense, or have an invoice payable to a third party, or approved board motion or budget: One of these items should be checked - either you have money in your committee budget to pay for the item, or you have received approval from the board for an unusual or additional expense.
Pay to: Write down name (and mailing address, if check is to be mailed) that will be written on the check.
Expenses for: Write a description of the purpose of the payment.
Pay from: General Fund - Regular committee expenses are paid from general fund
Service Fund - Service or Awards and Recognition recipients checks
Home, Garden and Antique Show - This category is no longer used - receipts for HGL should be submitted directly tot he HGL committee, and paid from the separate HGL bank account.
Committee: Write the name of the committee requesting the check
Project: If the check pertains to a particular project, note it here.
Payment authorized by: Sign the form here to request funds. Signature is generally by a committee chairwoman.
You will receive the yellow check voucher copy after the check is issued, and can keep it in your committee binder.