Hi ganesh, this is lakshmi from tpt. I have seen ur guidelines on bank, cash transactions looks good and needed. but for the point 2. money receiving from foriegn / other countries, should have FCRA certificate which means Foriegn contribution regulation Act, which is very important for the charitable organisations.
U can cal me for more details on my no. 9866872659 On 3/1/09, Chaitanya Ganesh <[email protected]> wrote: > > 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 > >
