Chapter Financial and Accounting Guidelines 

To maintain the best accounting practices, it’s important these safeguards are followed to ensure the chapter’s monies are secure and accurate accounting is taking place, and because RGS & AWS is required to do an annual audit. Outside auditors require these safeguards to be followed to comply with accounting processes.   

1. Money must be double-counted, and two individuals must be present at the start of an event when distributing change. 
2. During an event, each game, raffle and auction must have its own money envelope. This envelope must be marked with the raffle category and the amount of starting change in the envelope.  
3. At the event’s end, the money must be counted by two individuals to confirm the envelope amount. That total amount must be written on the envelope and recorded on the accounting form.  
4. It’s important that money during an event is never left unattended and is entrusted to a responsible individual. 
5. Money must never leave an event without being counted. At a minimum, after an event, each money envelope and the money at the registration table need to be counted and documented. At no time should any individual, either a chapter member or RGS & AWS staff, leave a venue with money that hasn’t been counted following the above guidelines. 

Credit Card Processing:  

1. At Event Processing: Chapters may request a credit card processing device from RGS & AWS. Several options are available – an app can be downloaded to a smartphone or tablet to process credit/debit cards, or a Clover credit card device can be sent to the chapter. The regional engagement coordinator can also provide a credit card processor if he/she is in attendance at the event. Credit cards processed at the event will be credited to the chapter event. Clover Go Set Up Instructions.docx and Clover Go Instructions.docx and Credit Card Processing Security Guidelines For Chapter Manual.docx 
2. Online Pre-Event Processing: All event purchases made online will be held by the RGS & AWS national office and credited to the chapter event. The ticket chair will receive notification of these purchases in real-time via email. The ticket chair may also request a final list of online purchases from the regional engagement coordinator. 
3. Processing Fees: All card charges processed on a Clover device will be credited to the chapter’s event. All processing fees will be covered by RGS & AWS if the chapter uses a Clover device.