Change and Banking for Charity Event

A_Star

My husband is running a large event in aid of a charity in a couple of weeks (i.e. the event is not run by the charity but the money raised will be going to them).
We bank with first direct and all the money for the event is going through our bank account (with extremely good accounting obviously!)

What is the best way for us to:
1) get change for use at the event?
2) bank the cash, the event is over a Saturday and Sunday so banks aren't open.

Many thanks!

martindow

I suppose you will have to wait until Monday to pay the cash in. Why does it need the complication of going through your account? Could you not pay it directly into the charity's bank account?

Robin9

To get change see your local pub - often grateful not to handle lots of coin

Savvy_Sue

You could also ask the charity, if they have a local office, whether they can help with providing change. We'd sometimes be happy to do so.

A_Star

martindow wrote: »

I suppose you will have to wait until Monday to pay the cash in. Why does it need the complication of going through your account? Could you not pay it directly into the charity's bank account?

There are a lot of expenses that we have paid out so it will need to properly accounted before the final payment to the charity is made.

Savvy_Sue wrote: »

You could also ask the charity, if they have a local office, whether they can help with providing change. We'd sometimes be happy to do so.

They do have a local charity shop so that's a good call, thanks.

Savvy_Sue

A_Star wrote: »

There are a lot of expenses that we have paid out so it will need to properly accounted before the final payment to the charity is made.

If this is an event with stalls and you're providing floats to each stall, then - and forgive me if this is so blindingly obvious you've already covered it - make sure you have a paper / audit trail around the event.

For example, when I was running the school fair, each stall would get a tub of change, and in that tub would be a piece of paper listing how much float they had at the start, and how much was there at the end. These would both be initialled by two people - it was encouraging to stall-holders to see how much 'they' had made, and useful if they counted their own money before I got my hands on it. :rotfl:

If any funds were moved during the day - eg someone had lots of notes and wanted them moved to safe keeping - this would also be recorded and initialled.

You don't ever want one person alone with cash which has not been counted and recorded.

The other thing you need is cash bags, and encourage people to bag their money correctly as they go along. When YOU get the bags, you can quickly weigh the correct ones.

If the charity are giving you sealed collection buckets or tins, you should NOT open these before returning them to the charity.