Hi All, We need to follow the guidelines mentioned below for making sure that we have the records maintained properly and it makes life easier for audits.
*DONORS:* 1. All donors information - Amount paid, type of transaction A/C transfer / Cheque / Cash, and address needs to be provided when some one makes a donation. 2. Persons sending from foreign DO NOT SEND DIRECTLY TO TMAD A/C FROM OTHER COUNTRIES. If you can send it through your local Indian accounts if possible or else we can arrange for some other way. And for address provide your local address. 3. Whoever is maintaining the records have to maintain this information in an excel of all the donations we received and address and also provide the receipts to the Donors. *ACTIVITIES:* 1. For activities we are preparing a template document which has to be updated regularly whenever there is an update regarding the same. 2. If we are arranging any meetings, then we need to provide the venue details, and who attended... like if its a campaigning in some college / office, then such details or the organisations which participated in the meeting. 3. Meeting Mins / Agenda & Action Items. 4. For Bangalore / any chapter activities if they involve amount transactions, it is required to handle them through the group account, so as to make sure that we can include these activities in our audit and also we can show case them. 5. This might have slight challenges, but once we go through this procedure for couple of months then it would be easier to take care. 6. For now we have shown activities till Dec 2008. So we need to start recording from Jan 2009. 7. If we have any unsettled bills, it is important to settle them off by end of next week. @Satya you might have to make the payments through cash. 8. Also NOTE: that any cheque issued for payments should not be in the name of the office bearers / volunteers. If possible issue a direct cheque to the institution or the beneficiary. 9. Till Dec we can include Bangalore activities but those which needed no financial assistance. Like the coordinations / meetings / teaching / volunteering activities. *PAYMENTS: *I sent a mail already regarding this. NOTE: Lets update the required documentation and settling of transaction by end of March, as we require these in order for the audit. By the end of this exercise we will have a proper DOs and DONTs and guidelines for the documentation of the activities. Thanks and Regards Chaitanya
