[CED/CD/EAT] memo re: 4-H Foundation Accounts

[Grantham, Malisa D - (malisag)]

Good afternoon,

In light of the many questions received in response to the memo regarding 4H Club and Council accounts, please let me clarify:


  *   This is not an issue for UA business managers or UA administrative staff in county extension offices.  It is an issue for 4-H agents, 4-H club leaders and 4-H councils.  These are outside accounts that do not flow through University accounting systems.  However, since 4-H is a part of the University, we are obligated to verify that funds are being raised and spent appropriately.


  *   Please have all 4-H Agents or in some counties, program coordinators, contact their club leaders for this information.
        *   All Club bank accounts must be established with a minimum of two persons, not from the same family, with signature authority.  U of A employees should never be signatories on club accounts.
        *   Financial account information must be kept on file in the extension office.
        *   Minimal club account balances (less than $1,000) are preferred unless funds are being raised for an authorized major project or endowment.  This should be approved by the 4-H Agent and have supporting written documentation.
        *   4-H Clubs should have only a minimum carry over from year to year (less than $1000).  Those who raised the funds should benefit from it (within a two-year period).
        *   Expenditures are to be authorized only by club members for club purposes.


  *   The County 4-H Council should establish an annual balanced budget.  The budget must be approved in writing by the 4-H Agent.  The budget and financial summary must be kept on file in the county Extension office.
        *   A designated Extension Faculty member may be listed on the bank signature card for any County 4-H Council account for the purpose of accessing account information and accountability.  It is the policy of Cooperative Extension that faculty members of the U of A do not have the authority to sign checks and should never sign for funds.
        *   The persons with signature authority (non UA employees) should be bonded if a significant amount of money ($5,000 +) is involved.  University liability does not cover volunteer/member mishandling/absconding of money.
        *   4-H Agents are responsible for educating the club/group/Council so they can properly handle financial issues.

I hope this helps as you move forward.  Please reach out to me with any other questions.  Thanks!

Malisa
Malisa Grantham, Assistant in Extension
The University of Arizona, College of Agriculture & Life Sciences
Cooperative Extension & Arizona 4-H Youth Development
301 Forbes Building, PO Box 210036
1140 E. South Campus Drive
Tucson, AZ 85721-0036
520-621-5316
[Cooperative Extension Logo]   [clover]


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