Young Marines Monthly Financial Reporting

Monthly Financial Reporting to Ambassador Accounting

Report Due Dates You have 30 days to prepare and submit your

Monthly Financial Report (MFR) to Ambassador. Example: Your May report will be due on July 1st.

We will send Headquarters an updated Compliancy Report every Wednesday morning. If you send in your report you will not see it updated on the compliancy report until the following Wednesday.

Fax: 703-361-1765 -Verify that it’s not upside down. -Make sure you get a confirmation report.

Mail: 7521 Presidential Lane, Manassas, VA 20109 Cons: May get lost, takes several days, and no confirmation of

receipt.

Email: [email protected] will always receive a reply from Stephanie that she

received it.-Common mistake: Misspelling “Verizon.”-Common mistake: Attaching wrong file.-Try to scan attachments all together when possible.

Methods of Reporting

mailto:[email protected]

What to Send Page 1 of the Report Showing Income and Expenses

-Do not send Page 2—Must be kept with unit files in case you get audited.

Bank Statement-All pages of statement that contain activity.-Bank statement needs to show the beginning and ending balance for the month.-Send the reconciliation if the ending balance is different than report balance.-Must have the bank’s name, address, and your account number on it.

First, check the online compliancy report to see if the current month is marked off.

If it is not, then check to see that you have submitted that report and received some sort of confirmation.

If you did submit it and have confirmation, call Ambassador at 703-392-0383 to inquire why you are still locked out. If it is our error, we will contact Headquarters immediately to have you unlocked.

Common Reasons Why You Get Locked Out:o You have not sent in the current month that is due.o You sent it to the wrong email address.o Your fax did not go through.o Your fax was upside down.o It got lost in the mail.

If You Get Locked Out

Completing the Monthly Financial

Report

Page 1Monthly

Financial Report

This is Page 1 of the Monthly

Financial Report. It was updated in the YM Database on 5/2013.

Please make sure that this is the version of the report that

you submit.

Beginning Account Balance (should agree with bank statement beginning balance) -$

Fundraising AND Contributions Income Unit ActivitiesIf restricted by donor for a specific purpose, list purpose:

Fundraising ExpenseDues or Registration Fees Collected from a member (YM or Adult) of your Unit Equipment Purchases that cost over $500

Give Description of Equipment:Interest / Dividend Income

Amounts RECEIVED from another Unit, Amounts PAID to another Unit, Battalion, Battalion, Regiment, or Division Regiment, or Division

Please list each unit, BN, Reg, Div with the amount Please list each unit, BN, Reg, Div with the amount received from each for encampment, annual dues, etc: paid to each for encampment, regular dues, etc:

Unit Name: Unit Name: Unit Name: Unit Name: Unit Name: Unit Name: Unit Name: Unit Name: Unit Name: Unit Name:

Amounts Received from Headquarters Amounts Paid to Headquarters

Money transferred to this bank account from Money transferred from this bank account another account held by your unit to another account held by your unit

Other Income (only income that does not fall into a Other Expenses (only expenses that do not fall into a a category above) a category above)

Total Income -$ Total Expenses -$

Ending Checkbook Balance (should agree with bank statement end balance) -$

I certify that the reconciled bank balance agrees with the checkbook balance.

Printed Name: Printed Name:

Phone: Phone:

Email: Email:

1. -$ 2. -$

NOTE: Units are required to retain ALL receipts, deposit slips, bank statements and any other supporting documentation for auditing purposes.

Return completed reports, along with a copy of the bank statement to:AMBASSADOR ACCOUNTING INC

7521 PRESIDENTIAL LANE, MANASSAS, VA 20109

* * * * IN-KIND DONATIONS * * * *

Phone (703) 392-0383 Fax (703) 361-1765Email: [email protected]

Signature of Unit Commander Signature of Unit Paymaster (or Person Reconciling Acct)

Please list any items worth over $500 that were donated to your unit and the value of the donation:

YOUNG MARINES - Monthly Financial Report - Page 1

INCOME EXPENSES

Month/YearName of Unit and State

_________________________________________________________________________Type of Account (Checking, Savings, Cash, etc.)

Monthly Financial Report-Page 2Itemized Record, Subject to Review

Do not send to Ambassador AccountingKeep for your records.DETAIL FOR CERTAIN INCOME

Dues or Registration Fees for a member (YM or adult) of your unit: Regular Unit Level Dues $0.00 Dues collected to be sent to HQ $0.00 Fees for the unit's special activities or events $0.00 Fees collected for YM events, schools, encampments, programs, etc. put on by another Unit, BN, Reg, Div, or HQ $0.00Total (agrees with page 1) $0.00

Other Income (only income that does not fall into a category above) Amounts collected for Uniforms, Books, Tshirts, etc. $0.00 Refunds received for purchases made (for items you returned, etc.) $0.00 Funds reimbursed to the Unit (such as return of unused funds that were advanced or withdrawn for cash needs at an event) $0.00 Other: (describe) $0.00 Other: (describe) $0.00 Other: (describe) $0.00Total (agrees with page 1) $0.00

DETAIL FOR CERTAIN EXPENSESUnit Activities Costs of regular meetings (food, supplies, etc.) $0.00 Office Supplies, Rent, Utilities, Phone, etc. $0.00 Costs of special activities (do not include amounts paid to other units, BN, Reg, Div, or HQ here) $0.00Total (agrees with page 1) $0.00

Equipment purchases that cost over $500: List equipment: $0.00 List equipment: $0.00 List equipment: $0.00Total (agrees with page 1) $0.00

Other Expenses (only expenses that do not fall into a category above) Other: (describe) $0.00 Other: (describe) $0.00 Other: (describe) $0.00Total (agrees with page 1) $0.00

Top Section of

Report

Name of Unit: Please do not

abbreviate name or use initials.

Please right out full name and which state you are from.

Month/Year--Same as Bank Statement

Type of Account—Need one report per account—Checking, Savings, Petty Cash, etc.















Phone: Phone:Email: Email:

1. -$ 2. -$









INCOME EXPENSES



Beginning Balance

• Make sure the beginning balance agrees with ending balance from the prior month’s report.

• It should agree with beginning balance on your bank statement.
















1. -$ 2. -$









INCOME EXPENSES



Fundraising and Contributions

Income

This section is where you total all monies received either through Fundraising or Contributions.

• If it is a contribution donated for a specific purpose, list that purpose and the amount specified.

Fundraising AND Contributions IncomeIf restricted by donor for a specific purpose, list purpose:

Dues or Registration Fees Collected from a member (YM or Adult) of your Unit

Interest / Dividend Income

Amounts RECEIVED from another Unit, Battalion, Regiment, or Division

Please list each unit, BN, Reg, Div with the amount received from each for encampment, annual dues, etc:

Unit Name: Unit Name: Unit Name: Unit Name: Unit Name:

Amounts Received from Headquarters

Money transferred to this bank account from another account held by your unit

Other Income (only income that does not fall into a a category above)

Total Income -$

INCOME

Dues and Registration Fees

This is where you total all monies collected from

members of your unit for dues and registration

fees.










Total Income -$

INCOME

Interest/DividendIncome

This is where you list any interest that your bank account received for the month (usually a small dollar amount).










Total Income -$

INCOME

If you receive money from another unit you need to list it under “Amounts Received from another Unit” section.

List each unit’s name and the exact amount paid.

If you paid to multiple units, do not lump total together. Must be broken out individually.

Do not abbreviate the name of the unit.

Transferring Money Between

Units










Total Income -$

INCOME

Amounts Received FromHeadquarters

This is where you list any money that you received from Headquarters.










Total Income -$

INCOME

Money Transferred Between Bank

Accounts

This is where you list any money you received from another bank account held by your unit.










Total Income -$

INCOME

OtherIncome

This is where you list any money you received that does not fall under any other income category. Examples: Sale of

Merchandise, books, uniforms, any refunds, etc.










Total Income -$

INCOME

TotalIncome

Please use a calculator to add up all income amounts and list as Total Income.

This figure should match your total deposits listed on your bank statement.










Total Income -$

INCOME

UnitActivities

This is where you list all monies spent for unit activities such as trips, outings,

parades, etc.

Unit Activities

Fundraising Expense

Equipment Purchases that cost over $500 Give Description of Equipment:

Amounts PAID to another Unit, Battalion, Regiment, or Division

Please list each unit, BN, Reg, Div with the amount paid to each for encampment, regular dues, etc:


Amounts Paid to Headquarters

Money transferred from this bank account to another account held by your unit

Other Expenses (only expenses that do not fall into a a category above)

Total Expenses -$

EXPENSES

FundraisingExpense

This is where you list all monies spent for

fundraising activities such as carwash supplies, candle

purchases, wreath purchases, candy purchases, etc.

Unit Activities

Fundraising Expense








Total Expenses -$

EXPENSES

The only time you list anything under Equipment Purchases is when you have ONE SINGLE item that costs over $500. ONE BIG PURCHASE.

Example: A Computer, Trailer, Tent

You must list a description of the item purchased.

EXPENSESUnit Activities Fundraising Expense Equipment Purchases that cost over $500 750.00 Give Description of Equipment: Computer Amounts PAID to another Unit, Battalion, Regiment, or Division


Unit Name: Unit Name: Unit Name: Unit Name: Unit Name: Amounts Paid to Headquarters Money transferred from this bank account to another account held by your unit Other Expenses (only expenses that do not fall into a a category above)

Total Expenses $ 750.00

Equipment Purchases Over

$500

Transferring Money Between

Units

Unit Activities

Fundraising Expense








Total Expenses -$

EXPENSES

If you pay money to another unit you need to list it under “Amounts Paid to another Unit” section.

List each unit’s name and the exact amount paid.

If you paid to multiple units, do not lump total together. Must be broken out individually.

Do not abbreviate the name of the unit.

Funds Paid to

Headquarters

This is where you list all payments made to National Headquarters either electronically or

by check.

Unit Activities

Fundraising Expense








Total Expenses -$

EXPENSES

Money Transferred Between Bank

Accounts

This section is where you list any money you transferred to another bank account held by your unit.

Unit Activities

Fundraising Expense








Total Expenses -$

EXPENSES

Other Expenses

This is where you list any monies spent on any expenses not listed above. Examples: Rent, bus

insurance, office supplies, postage, uniforms, camelbacks, etc.

Unit Activities

Fundraising Expense








Total Expenses -$

EXPENSES

TotalExpenses

Please use a calculator to add up all expense amounts and list as Total Expenses.

This figure should match your total checks/debits listed on your bank statement.

Unit Activities

Fundraising Expense








Total Expenses -$

EXPENSES

Ending Balance

The ending balance should equal your beginning balance plus the total income minus the total expenses.

Please use a calculator verify this amount is accurate.

This figure should match the ending balance on your bank statement.


Fundraising or Contributions Income Unit ActivitiesIf restricted by donor for a specific purpose, list purpose:














1. -$ 2. -$









INCOME EXPENSES



Signatures andContact

Information

Each report must have 2 signatures for you to be compliant.• The signers cannot be related.• The signers have to be

registered adults.

Please fill out all contact information for both signers so that we can easily get in touch with you if we have questions or are missing something.















Phone: Phone:

Email: Email:

1. -$ 2. -$









INCOME EXPENSES



In-KindDonations

This section is where you would list any non-monetary items donated to your unit that are worth over $500.

List the description and the value of the items.
















1. -$ 2. -$









INCOME EXPENSES



Ambassador Accounting

Contact Information

In this section you will find our phone number, fax number, and email.

Office staff:Kathy HoweStephanie ChristiansonHolly Hall















Phone: Phone:

Email: Email:

1. -$ 2. -$









INCOME EXPENSES



When you change banks or just open a new account, you must do the following:

Send a report and bank statement for the OLD Account for each month until the bank statement shows a zero balance.

List money taken from the OLD account and given to the NEW account as a transfer of money to “Another account held by unit.”

List money deposited into the NEW account as a transfer of money from “Another account held by unit.”

Reporting a New Bank Account

Monthly financial reports must have BOTH Unit Commander and Paymaster ACTUAL signatures not a cursive font. Reports will not be considered complete/compliant with

only one signature

ALL Divisions, Regiments, and Battalions are required to file monthly financial reports. Reports are required even if you do not have a bank

account! Unit Commander must sign report

2 signatures not required if the Div, Reg, or BN does not have a Bank Account

Important Procedure Reminders

Documents

Young Marines Monthly Financial Reporting