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Bank accounts

5e.5.1.1 Banking arrangements 
All banking arrangements for a member of the Federation must be approved by its Trustee Board. In line with POR 5e.5.1.2, bank accounts should be held in the name of the charity, or one of its teams or sub-teams.

For Explorer Units partnered with a Group, their operational banking arrangements may be made by the Group if:

  1. The arrangement is recorded in a Partnership Agreement between the District, the Group, and the Unit. 
  2. The agreement documents the operational financial relationship between a District, a Group and an Explorer Unit (see POR 4c.1.3.2).

There is guidance available regarding Network section finances.

5e.5.1.2 Receipt of funds
In line with POR 5e.5.1.1, all monies received by or on behalf of a Group, District or County (including from supporters), must be paid into a bank account, National Savings account or building society account held in the name of a Group, District or County or one of their teams or sub-teams. 

Monies received on behalf of a Group, District or County or any of their teams or sub-teams must not be paid into a personal bank account.  

5e.5.1.3 Account operation 
The account(s) should be operated by the respective Treasurer and other members authorised by the relevant Trustee Board.  

5e.5.1.4 Authorisation of payments
A minimum of two unrelated persons authorised by the Trustee Board must approve all banking withdrawals and payments.   

The authorised signatories must be approved by each respective Group, District or County Trustee Board, whether or not the authorised signatories are Trustees.   

5e.5.1.5 Sharing of accounts between charities 
Bank accounts must be operated within one charity. As separate charities, Groups, Districts and Counties must not share or mix their bank accounts with each other, or with other charities.  

5e.5.1.6 Payments for Scout related activities
Payments for Scout-related matters should be made from a Scout bank account wherever practicable.  

If necessary, payments for Scout-related costs may be made from an individual’s personal bank account or credit card but the relevant Treasurer or administrator should reimburse, based on provision of appropriate receipts.

5e.5.1.7 Cash received at activities 
Cash collected at activities may only be used as permitted in the relevant Trustee Board’s cash handling and expenses policy. 

5e.5.1.8 Surplus funds 
Funds not immediately required should be transferred into a suitable savings or investment account held in the name of the charity. 

5e.5.1.9 Advance payments
Trustee Boards may give volunteers or staff members “cash” in advance if:

  1. clear limits are set by the Trustee Board. 
  2. a process is in place to receive evidence of expenditure. 

This could include the use of preloaded ‘expenses’ cards or credit cards (with strict limits). Such cards must be:

  1. issued in the name of the Group, District or County 
  2. approved by the Group, District or County Trustee Board 
  3. issued to named individuals to ensure that each card holder is clear about their responsibility for use of the card issued to them is clear.   

As with all other commitments, Trustees will be jointly and severally liable for expenditure incurred on such cards. 

The Trustee Board must agree a card use policy¹⁵. Details are included here.