{"alias":"contentPage","byline":null,"standfirst":null,"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Cp\u003E\u003Cstrong\u003EPage last reviewed:\u003C/strong\u003E\u003Cspan\u003E June 2026\u003C/span\u003E\u003C/p\u003E\n\u003Cp\u003EWhatever your role, you will probably have a role to play in making sure that accurate financial records are maintained. This may include:\u0026nbsp;\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EMaintaining records of monies received (e.g. for activities, camps, membership subscriptions, donations) and money spent (e.g. on bills, fees for activities, volunteer expenses).\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EApproving payments from a local Scouts bank account.\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003ECreating and managing budgets.\u0026nbsp;\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003ETo carry out these tasks effectively you will need to make sure that you keep relevant receipts, invoices, bank statements and balance sheets as appropriate - this allows you to keep a clear audit trail to explain any financial records.\u0026nbsp;\u003C/p\u003E\n\u003Ch3\u003EBanking\u003C/h3\u003E\n\u003Cp\u003EThe Scouts requires groups to use bank accounts \u003Ca href=\u0022/por/5-local-governance-and-finance-of-groups-districts-counties/\u0022 title=\u00225. Local Scouting governance and finance \u2013 Groups, Districts, Counties\u0022\u003E(POR Rule 5.e)\u003C/a\u003E. There are currently no rules which affect your choice of bank, and groups will normally use a bank which is convenient for the group\u0027s location and needs. UK Scouts currently uses Barclays Bank.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EMany groups keep separate bank accounts for each of their sections, while many others have just one account for the whole group. This decision is left to the Group Trustee Board, as is the extent to which the funds of each particular section are ring-fenced. The Group Trustee Board will need to find the correct balance between strong central control which is possible with a single bank account controlled by key Trustees, compared with the ease of operation where each section operates its own account.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003ESections should not expect substantial financial independence, but the committee would be wise to avoid demotivating leaders if, for example, one section does the bulk of the fundraising.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EIf you do choose to have sectional accounts then they must be set up as official accounts of the Scout Group, (for example \u00271st XXX Scout Group \u2013 Beavers\u2019), with approval by the Group Trustee Board. The bank must be made fully aware that the account belongs to the Group.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EPaying money into a sectional bank account fulfils the requirement of \u0027paying the money into the group\u0027s bank account\u0027 \u003Ca href=\u0022/por/5-local-governance-and-finance-of-groups-districts-counties/\u0022 title=\u00225. Local Scouting governance and finance \u2013 Groups, Districts, Counties\u0022\u003E(POR Rule 5.e.).\u003C/a\u003E That would not be the case if an account is opened and run by an individual team member.\u003C/p\u003E\n\u003Cp\u003EPolicy, Organisation and Rules (POR) does not specify who should be the bank signatories. It states that the account(s) will be operated by the Group Treasurer and other persons authorised by the Group Trustee Board. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EIf a group holds separate accounts for its sections it will probably choose to have Team Members within each section as signatories, but it is important that the Group Treasurer is a signatory on every account held by the group. The Group Treasurer can then deal directly with the bank if communication with the Team members becomes difficult. If a group operates sectional accounts the Group Treasurer should be a signatory on all accounts and receive bank statements, but they do not need to sign every cheque.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EWhilst POR requires that, to safeguard charity funds from misuse, two unrelated persons approve banking withdrawals and payments, it is good practice to have more than two signatories (including the Treasurer) in case a signatory is unavailable or leaves unexpectedly.\u202F\u0026nbsp;\u003C/p\u003E\n\u003Ch3\u003EFunds\u003C/h3\u003E\n\u003Cp\u003EThe amount of money that a group should keep in its account depends on the Group\u2019s circumstances. You\u2019ll need:\u0026nbsp;\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EEnough for day-to-day running costs.\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EFunds to cover the repair and replacement of equipment.\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EA little extra to cover unexpected costs. \u0026nbsp;\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EThis will vary from group to group and from year to year.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EYou may also be hold funds from fundraising. There is no limit on the amount of fundraising that you can do but bear in mind that the Charity Commission would not be happy if the group holds a large amount of money that it could not use to fulfil the charity\u0027s aims.\u0026nbsp;\u003C/p\u003E\n\u003Ch3\u003EOnline banking\u003C/h3\u003E\n\u003Cp\u003EPOR requires that two signatures are needed to authorise any payment- including online banking transactions.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EOnline banking needs to provide the electronic equivalent of this, ie dual secure logins to authorise transactions. The Charity Commission publication CC8 \u0027Internal Financial Controls for Charities\u0027 section 4.2 includes guidance for charities on the use of online banking. They mention that the Unity Trust Bank has dual and triple authority options. Ask your bank what dual authority options they provide, and whether this involves additional charges. Although most banks do have products available which give dual authority control over payments, the charges are often too high to interest a Scout Group.\u202F\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EIf your bank enables the option for only one person to authorise a payment then this would not meet the rules within POR, even if you seek another signatory\u2019s permission and have documents to support this. If your bank offers you this option, then you will either need to request a change or to cancel the account. \u0026nbsp;\u003C/p\u003E\n\u003Ch3\u003EPrepaid expense cards\u003C/h3\u003E\n\u003Cp\u003EPrepaid expense cards allow for a balance to be placed on a card to be used by an individual to pay for goods and services.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EThe Trustee Board must make sure that appropriate controls, approvals and record keeping are in place over the use of the card, including in accordance with\u202F\u003Ca href=\u0022/por/5e-local-finance-of-groups-districts-and-counties/\u0022 title=\u00225e. Local finance of Groups, Districts and Counties\u0022\u003EPOR Chapter 5e\u003C/a\u003E. These should include how the card is used and stored, and how transactions are approved and recorded.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003ETrustee Boards must have a policy for Prepaid Expense Cards. \u003Ca href=\u0022https://prod-cms.scouts.org.uk//media/yr0li15d/expense-card-policy-guidance-sep-2025.docx\u0022 title=\u0022Expense Card Policy Guidance Sep 2025\u0022\u003EDownload the Prepaid Expense Card Policy\u003C/a\u003E for further guidance on what to include.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EIt is good practice that Trustee Boards should request all cardholders agree a copy of the policy formally on issue of the card and then annually after that.\u202F\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EThere are no rules which affect the choice of card and UK Scouts does not endorse any particular provider. The choice is with the Trustee Board to select a suitable provider for their Group.\u0026nbsp;\u003C/p\u003E\n\u003Ch3\u003EBe vigilant to Imposter Fraud\u0026nbsp;\u003C/h3\u003E\n\u003Cp\u003EWe\u2019ve recently been made aware of fraudsters trying to imitate Scout Groups, and in some cases individuals within local Scouts, to fraud Groups, Districts and Counties/Areas/Regions out of money.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EIt\u2019s the responsibility of all Trustees to be vigilant and make sure we\u2019re putting extra precautions in place to protect charity funds. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EFraudsters may pretend to be a trusted volunteer, Chair, Lead Volunteer, supplier or contact. They may ask you for an urgent payment, a payment that needs to be kept confidential or to change your bank account details. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EIf you suspect you\u2019ve received a fraudulent request, follow these simple controls:\u0026nbsp;\u003C/p\u003E\n\u003Col\u003E\n\u003Cli\u003E\u003Cstrong\u003EPause:\u003C/strong\u003E Don\u2019t act under pressure\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003E\u003Cstrong\u003EVerify:\u003C/strong\u003E Use known contact details\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003E\u003Cstrong\u003EApprove:\u003C/strong\u003E Use proper approval\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003E\u003Cstrong\u003ERecord:\u003C/strong\u003E Keep evidence \u0026nbsp;\u003C/li\u003E\n\u003Cli\u003E\u003Cstrong\u003EEscalate:\u003C/strong\u003E Report concerns quickly\u0026nbsp;\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003EHere are a few common signs that your request may be fraudulent and what you can do:\u0026nbsp;\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003E\u003Cstrong\u003EMake an urgent, confidential or unexpected request, which may be outside of your normal process:\u003C/strong\u003E\u003Cbr\u003EDo not approve the request until you can verify it is legitimate.\u003C/li\u003E\n\u003Cli\u003E\u003Cstrong\u003EAppears to come from a Lead Volunteer, Chair or Trusted contact:\u003C/strong\u003E\u003Cbr\u003EVerify using a separate route and contact details you hold for the individual \u2013 don\u2019t reply to the request!\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003E\u003Cstrong\u003EAsks for a new supplier, consultant, individual or to change bank details:\u003C/strong\u003E\u003Cbr\u003ETreat it as high risk, independently confirm the payee and bank details before you make any change or payment.\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003E\u003Cstrong\u003EPressures you to act before a meeting, event or particular time period:\u003C/strong\u003E\u003Cbr\u003EDo not change your process and explain that your usual checks still apply.\u003C/li\u003E\n\u003Cli\u003E\u003Cstrong\u003EAsks you to keep the request confidential:\u003C/strong\u003E\u003Cbr\u003EEscalate the request to your Treasurer, Chair or Lead Volunteer.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EThis list is not exhaustive. If something feels unusual, rushed, secretive or simply not quite right, pause and verify before acting.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EWe all have a responsibility to protect our charity funds, here\u2019re a few things you can do:\u0026nbsp;\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003E\u003Cstrong\u003EAs a Treasurer:\u003C/strong\u003E Pause any payment until you\u2019re confident checks have been complete. \u0026nbsp;\u003C/li\u003E\n\u003Cli\u003E\u003Cstrong\u003ELead Volunteers and Chairs:\u003C/strong\u003E Support your Treasurer to pause and verify unusual requests. Be aware that fraudsters may impersonate you to trick and pressure others.\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003E\u003Cstrong\u003EEveryone else involved in payments:\u003C/strong\u003E Keep a clear record of the request, the checks you performed, the approval you received and the final action you took. \u0026nbsp;\u003C/li\u003E\n\u003C/ul\u003E\n\u003Ch4\u003EIf you suspect fraud\u0026nbsp;\u003C/h4\u003E\n\u003Cul\u003E\n\u003Cli\u003E\u003Cstrong\u003EIf no money has left the account:\u003C/strong\u003E Do not pay. Keep the email/message and screenshots. Alert the Treasurer, Chair and relevant Lead Volunteer. Report internally using your local reporting route.\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003E\u003Cstrong\u003EIf you\u2019ve sent money or your login/bank details: \u003C/strong\u003EContact the bank immediately. Alert the Treasurer, Chair and relevant Lead Volunteer. Report internally using your local reporting route. Consider whether external reporting is required.\u0026nbsp;\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003ERemember, if in doubt: Pause. Verify. Approve properly. Record. Escalate.\u0026nbsp;\u003C/strong\u003E\u003C/p\u003E","gtmId":"","gtmClass":""},{"type":"Promo","cta":"Read the Metropolitan Police\u0027s advice","body":"\u003Cp\u003EThe Metropolitan Police have created a handy guide to offer you advice to avoid scams and online fraud. \u0026nbsp;\u003C/p\u003E","link":{"name":"Metropolitan Police\u0027s guides to preventing fraud","id":null,"url":"https://www.met.police.uk/police-forces/metropolitan-police/areas/campaigns/2019/little-guide-preventing-fraud/","newWindow":false,"target":"_blank"},"colour":"#f1f1f1","title":"Further advice and guidance to avoid scams","image":null,"imageFocus":"","imageId":0,"imageKey":"00000000-0000-0000-0000-000000000000","imageCrop":"","gridType":"card","gtmId":"","gtmClass":""}]}],"config":null}]},"searchDescription":"Guidance on banking, funds, prepaid expense cards and protecting you from imposter fraud.","pageType":null,"location":null,"browserTitle":"","versionDate":"15 July 2023","reviewDate":"22/10/2020","redirectUrl":"","id":47233,"nodeName":"Banking","title":"Banking","type":"contentPage","image":{"url":"/media/10478/scouts-logo.jpg?width=800\u0026height=450\u0026v=1db789232a4a190","caption":"Scouts Logo","type":"jpg","size":30784,"width":800,"height":450,"altText":"The Scouts logo"},"assets":null,"headerOptions":{"headerTitle":"Banking","headerSubTitle":"Guidance on banking, funds, prepaid expense cards and protecting you from imposter fraud","headerCta":"","headerCtaText":"","headerCtaLink":"","headerBackgroundColour":"0061ce","showSEOImage":false,"headerBackgroundImage":null,"quickLinks":[{"caption":"","title":"POR Bank Accounts","url":"#","newWindow":false},{"caption":"","title":"Accounting and Reporting","url":"/volunteers/running-things-locally/finances-and-insurance/accounting-and-reporting/","newWindow":false},{"caption":"","title":"VAT","url":"/volunteers/running-things-locally/finances-and-insurance/vat/","newWindow":false}]},"subHeader":"Guidance on banking, funds, prepaid expense cards and protecting you from imposter fraud.","silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC80NzIzMyJ9","canonicalUrl":"https://www.scouts.org.uk/volunteers/running-things-locally/finances-and-insurance/banking/"}