Youth camp fundraiser

[BGomer]

We have a large youth camp coming up this year and the bishop has decided to hold a fundraiser to cover the expense. We have already paid for most of the event but it has nearly zeroed out all of our ward funds.

I've entered all of the expenses under youth camp, so it shows a large negative on the ward budget category. We have not overdrawn our actual funds but without replenishing from a fundraiser other auxiliaries won't have any money available (they still show funds available on the ward budget section)

My question is how do we account fundraising? How do we deposit it so it can be used to replenish the ward budget?

[eblood66]

My question is how do we account fundraising? How do we deposit it so it can be used to replenish the ward budget?

Nowadays, you deposit fundraising into a Budget category. If you have a sub-category specifically for camp expenses then you can deposit it there directly. If you have intermixed camp expenses with other youth expenses then I would recommend creating a specific sub-category for camp expenses, deposit the fundraising there and then edit the camp expenses so that they come from this sub-category. The reason I recommend this pattern is that it makes it obvious that your fundraising was only used for camp expenses and did not supplement other budget expenses (which isn't allowed).

[BGomer]

Thank you for your response. I think I have done it right so far, I did make a 'youth camp' sub category and I have kept all youth camp related expenses there and not used any of YM/YW budget.

What I really don't understand is how to actually accomplish depositing and allocating to that budget category. Once we receive this money from the fundraiser, do we deposit it into our bank like we do donations? Do we need to work through the stake?

[russellhltn]

When you process in-person donations, you have the option of putting in a budget category.

[eblood66]

What I really don't understand is how to actually accomplish depositing and allocating to that budget category. Once we receive this money from the fundraiser, do we deposit it into our bank like we do donations? Do we need to work through the stake?

You do it just like you handle any other donation. When you enter the donation you have the option of selecting a budget category instead of tithing or fast offerings.

However, there is also the basic money handling part--how do you accept the money. Personally I recommend trying to keep as close to the normal donation procedures as possible. So when possible I recommend having donors fill out a donation slip and write something like 'Camp Fundraiser' in the Other box and then hand the money and slip to a bishopric member. If that isn't practical for the specific fundraiser then as soon as practical after someone takes the money, it should be given to a bishopric member with a filled out slip. If specific donors can't be tracked, then a general 'Fundraiser' donor can be created in LCR (as a non-member donor).

Basically the standard donation procedures are there ensure the money is accurately tracked and to protect leaders from temptation and suspicion about their handling of the money. Whenever you deviate you open up holes in that protection so try to make them as small as possible.

[russellhltn]

Just as a note, donations to budget doesn't appear on the end-of-year tax form.

[BGomer]

Thank you all for your help. I believe I understand it now.

[BGomer]

Same youth camp, new question.

Families are going to pay $50 for each participant of the camp.

Seems to me that will need to be done physically so we can deposit it to the budget category, is that right? That $50 fee can't be done online right?

(I'm in a utah ward)

[jdlessley]

Seems to me that will need to be done physically so we can deposit it to the budget category, is that right? That $50 fee can't be done online right?

Donations to budget categories cannot be done online and must be done locally using a paper donation slip.

[BGomer]

Since these donations don't end up on year end donations record is there any purpose to listing them under each individual member vs adding a non member 'fundraiser' donor and putting all funds under that?