Banking

Page last reviewed: June 2026

Whatever your role, you will probably have a role to play in making sure that accurate financial records are maintained. This may include: 

• Maintaining records of monies received (e.g. for activities, camps, membership subscriptions, donations) and money spent (e.g. on bills, fees for activities, volunteer expenses). 
• Approving payments from a local Scouts bank account. 
• Creating and managing budgets. 

To carry out these tasks effectively you will need to make sure that you keep relevant receipts, invoices, bank statements and balance sheets as appropriate - this allows you to keep a clear audit trail to explain any financial records. 

Banking

The Scouts requires groups to use bank accounts (POR Rule 5.e). There are currently no rules which affect your choice of bank, and groups will normally use a bank which is convenient for the group's location and needs. UK Scouts currently uses Barclays Bank. 

Many groups keep separate bank accounts for each of their sections, while many others have just one account for the whole group. This decision is left to the Group Trustee Board, as is the extent to which the funds of each particular section are ring-fenced. The Group Trustee Board will need to find the correct balance between strong central control which is possible with a single bank account controlled by key Trustees, compared with the ease of operation where each section operates its own account. 

Sections should not expect substantial financial independence, but the committee would be wise to avoid demotivating leaders if, for example, one section does the bulk of the fundraising. 

If you do choose to have sectional accounts then they must be set up as official accounts of the Scout Group, (for example '1st XXX Scout Group – Beavers’), with approval by the Group Trustee Board. The bank must be made fully aware that the account belongs to the Group. 

Paying money into a sectional bank account fulfils the requirement of 'paying the money into the group's bank account' (POR Rule 5.e.). That would not be the case if an account is opened and run by an individual team member.

Policy, Organisation and Rules (POR) does not specify who should be the bank signatories. It states that the account(s) will be operated by the Group Treasurer and other persons authorised by the Group Trustee Board.  

If a group holds separate accounts for its sections it will probably choose to have Team Members within each section as signatories, but it is important that the Group Treasurer is a signatory on every account held by the group. The Group Treasurer can then deal directly with the bank if communication with the Team members becomes difficult. If a group operates sectional accounts the Group Treasurer should be a signatory on all accounts and receive bank statements, but they do not need to sign every cheque. 

Whilst POR requires that, to safeguard charity funds from misuse, two unrelated persons approve banking withdrawals and payments, it is good practice to have more than two signatories (including the Treasurer) in case a signatory is unavailable or leaves unexpectedly.  

Funds

The amount of money that a group should keep in its account depends on the Group’s circumstances. You’ll need: 

• Enough for day-to-day running costs. 
• Funds to cover the repair and replacement of equipment. 
• A little extra to cover unexpected costs.  

This will vary from group to group and from year to year. 

You may also be hold funds from fundraising. There is no limit on the amount of fundraising that you can do but bear in mind that the Charity Commission would not be happy if the group holds a large amount of money that it could not use to fulfil the charity's aims. 

Online banking

POR requires that two signatures are needed to authorise any payment- including online banking transactions. 

Online banking needs to provide the electronic equivalent of this, ie dual secure logins to authorise transactions. The Charity Commission publication CC8 'Internal Financial Controls for Charities' section 4.2 includes guidance for charities on the use of online banking. They mention that the Unity Trust Bank has dual and triple authority options. Ask your bank what dual authority options they provide, and whether this involves additional charges. Although most banks do have products available which give dual authority control over payments, the charges are often too high to interest a Scout Group.  

If your bank enables the option for only one person to authorise a payment then this would not meet the rules within POR, even if you seek another signatory’s permission and have documents to support this. If your bank offers you this option, then you will either need to request a change or to cancel the account.  

Prepaid expense cards

Prepaid expense cards allow for a balance to be placed on a card to be used by an individual to pay for goods and services. 

The Trustee Board must make sure that appropriate controls, approvals and record keeping are in place over the use of the card, including in accordance with POR Chapter 5e. These should include how the card is used and stored, and how transactions are approved and recorded. 

Trustee Boards must have a policy for Prepaid Expense Cards. Download the Prepaid Expense Card Policy for further guidance on what to include. 

It is good practice that Trustee Boards should request all cardholders agree a copy of the policy formally on issue of the card and then annually after that.  

There are no rules which affect the choice of card and UK Scouts does not endorse any particular provider. The choice is with the Trustee Board to select a suitable provider for their Group. 

Be vigilant to Imposter Fraud 

We’ve recently been made aware of fraudsters trying to imitate Scout Groups, and in some cases individuals within local Scouts, to fraud Groups, Districts and Counties/Areas/Regions out of money. 

It’s the responsibility of all Trustees to be vigilant and make sure we’re putting extra precautions in place to protect charity funds.  

Fraudsters may pretend to be a trusted volunteer, Chair, Lead Volunteer, supplier or contact. They may ask you for an urgent payment, a payment that needs to be kept confidential or to change your bank account details.  

If you suspect you’ve received a fraudulent request, follow these simple controls: 

1. Pause: Don’t act under pressure 
2. Verify: Use known contact details 
3. Approve: Use proper approval 
4. Record: Keep evidence  
5. Escalate: Report concerns quickly 

Here are a few common signs that your request may be fraudulent and what you can do: 

• Make an urgent, confidential or unexpected request, which may be outside of your normal process:
  Do not approve the request until you can verify it is legitimate.
• Appears to come from a Lead Volunteer, Chair or Trusted contact:
  Verify using a separate route and contact details you hold for the individual – don’t reply to the request! 
• Asks for a new supplier, consultant, individual or to change bank details:
  Treat it as high risk, independently confirm the payee and bank details before you make any change or payment. 
• Pressures you to act before a meeting, event or particular time period:
  Do not change your process and explain that your usual checks still apply.
• Asks you to keep the request confidential:
  Escalate the request to your Treasurer, Chair or Lead Volunteer.

This list is not exhaustive. If something feels unusual, rushed, secretive or simply not quite right, pause and verify before acting. 

We all have a responsibility to protect our charity funds, here’re a few things you can do: 

• As a Treasurer: Pause any payment until you’re confident checks have been complete.  
• Lead Volunteers and Chairs: Support your Treasurer to pause and verify unusual requests. Be aware that fraudsters may impersonate you to trick and pressure others. 
• Everyone else involved in payments: Keep a clear record of the request, the checks you performed, the approval you received and the final action you took.  

If you suspect fraud 

• If no money has left the account: Do not pay. Keep the email/message and screenshots. Alert the Treasurer, Chair and relevant Lead Volunteer. Report internally using your local reporting route. 
• If you’ve sent money or your login/bank details: Contact the bank immediately. Alert the Treasurer, Chair and relevant Lead Volunteer. Report internally using your local reporting route. Consider whether external reporting is required. 

Remember, if in doubt: Pause. Verify. Approve properly. Record. Escalate.