Income
Category | What it includes | Similar but different |
Cash transfers (you will only have this heading if you are using cash) | Cash received from another one of your groups accounts, should be recorded in the cash transfer income heading. It must match the amount of the cash transfer expenditure in the other account. | Money coming from any other part of the WF goes into WF-internal income |
Subs | Fees paid for Group sessions. A fee means there is an obligation to pay the fee in exchange for attending the Group. | If there’s no obligatory fee and donations are requested instead to cover the cost of Group nights, then record in “donations - for subs” |
Restricted grants | Grants granted on condition that they be spent on something specific. Restricted income is normally in the form of a grant awarded on condition that it be spent on a specific purpose. However, you might sometimes receive a donation that should be treated as restricted (and, if you do, it should be recorded like a restricted grant). A donation should NOT be treated as restricted UNLESS you answer 'yes' to one of these questions:
NB: to avoid donations being restricted, ask for donations to be given for "Woodcraft's charitable purposes". If you set out examples of what donations may be spent on, that does NOT make the donations restricted. | Grants that can be used on anything go under “unrestricted grants”.
Some Co-op grants are unrestricted and others are restricted. |
Unrestricted grants | Grants that can be spent on anything. | |
Donations | Money given voluntarily (ie. there’s no requirement/obligation to pay). Donations to help with the costs of camps or Group nights do count as donations. Gift Aid can generally be claimed on donations, providing the donors wish this. | An obligatory fee to pay for a camp or to attend Group. These go under “camps” or “subs” |
Fundraising | Income from activities organised to raise funds eg table sales, Quiz nights. Income from Local Giving, Just Giving. | |
WF Gift Aid | Gift Aid on eligible donations claimed via Folk Office | Gift Aid claimed through any other organisations (eg Local Giving) should be included in “Fundraising”. |
Events/Projects | Includes income from events other than camps (eg activity days, climbing, one-off projects). | |
WF internal income | Income received from any other part of the organisation (eg other Groups within your District, a Region and Folk Office). | |
Camps residential activities | Income for camps or residentials where there is an obligatory fee for attendance. | Where there is no obligatory fee and donations towards camp costs are invited instead, record this under “Donations for camps”. |
Sales Folk Supply | Income from sales of items purchased from Folk Supply. | Income from the sale of items purchased from anywhere other than Folk Supply comes under “sales other”. |
Sales (not Folk Supply) | Income from the sales of items purchased from anywhere other than Folk Supply comes under “sales other” (eg. sale of a District’s own t-shirts). | |
Bank Interest | Interest from bank or building society accounts or any other savings interest.
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Other | If you are unsure where to put income, please contact us. We would prefer that this category is not used. | This is not for income/expenditure in the current financial year that relates to another year. Such income/expenditure should be entered under the correct category and a note about this should be included on the Year-end Financial Return (see “Annex: key issues in financial record keeping”). |
Expenditure
Category | What it includes | Similar but different |
Cash transfers (you will only have this heading if you are using cash) | Cash leaving one group account to be paid into another group account, should be recorded in the cash transfer expenditure heading in the account that it is leaving. The amount must match the cash transfer income on the other account. | Money going to any other part of the WF goes into WF-internal expenditure |
Rent & Hall Hire | Expenditure on rent or building hire for Group sessions, meetings or storage. | |
Equipment | Expenditure on permanent items. Please advise Folk Office of any item worth over £5,000 so the insurance can be updated. | |
Materials/ refreshments | Consumable items for Group sessions/ meeting, incl any volunteer expenses for delivering the sessions.
| Items for camp, should be included under “camping other”. |
Admin | Post, stationery, software | |
WF - Group Registration fees | ||
WF - individual membership fees | Individuals membership fees paid by the District. This is done in some districts.
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WF - Insurance | Insurance fees using Woodcraft Folk insurance | |
Insurance (not WF) | Insurance fees paid to anyone other than the Woodcraft Folk | |
Events/Projects | Cost of events or one-off activities not camping/residential or fundraising. | |
WF - internal expenditure not centres | Expenditure to other parts of Woodcraft Folk other than centres. This might include donations to Folk Office, payments for training, payments between Groups in your District or payments to the Region | Payments to Woodcraft Folk centres should go under WF centres |
WF centres | Fees paid to WF centre. WF centres are: Biblins, Cudham, Heightgate, Lockerbrook and Park Farm (Lurgershall). | Only the amount paid to the centre. Eg if a District camp is at Cudham, the Cudham fee goes here, but other camp expenses such as food should be put under “Camping other”. Darsham is not a Woodcraft Folk centre, so fees to Darsham should also be under “Camping other”. |
Camping other | Costs of camps/residentials. ie food, activities, transport, camping fees, if not a WF centre | |
WF - Folk Supply | Purchases of items from Folk supply | |
Other purchases of clothing etc. | Purchase of items for resale from a supplier other than Woodcraft Folk | |
WF - Annual Gathering | Costs of Annual Gathering paid to Folk Office (eg camp fees, pool fare) | |
Other costs- Annual Gathering | Costs of Annual Gathering paid to anyone else eg train fares | |
Training | Costs of training courses eg Food hygiene, First Aid, or handbooks | Courses from Woodcraft Folk should be put under “WF-Internal expenditure”. Books from Woodcraft Folk should be put under “WF - Folk supply”. |
Fundraising costs | Costs of putting on fundraising events eg Quiz night or fees for fundraising sites eg Just Giving. | |
Bank Charges | ||
Other expenditure | If you are unsure where to put expenditure, please contact us. We would prefer that this category is not used. | This is not for income/expenditure in the current financial year that relates to another year. Such income/expenditure should be entered under the correct category and a note about this should be included on the Year-end Financial Return (see “Annex: key issues in financial record keeping”). |