The Club Deposit form should be filled out, with detailed descriptions (such as name, amount, and check number), and signed by the leader dropping off the deposit. Please make sure to note in the description if it is a sponsorship, club dues, fundraiser, etc. 

The Club Check Request Form must be filled out and submitted to the 4-H office via email, drop-off, or mail. Accompanying the request form needs to be an invoice(s) or receipt(s), and previous club meeting minutes with youth approving the spending of club funds. All three must be present for a reimbursement check or payment check to be cut. 

The process for receiving funds that were covered in the volunteer trainings is:

1. The club (youth) votes and marks in the minutes the use of “x” amount of funds for “y” activity or event.

2. The leader or co-leader fills out the Check Request form.

3. The leader or co-leader turns in the Check Request form with the supporting data (Club minutes as well as invoice/PO or receipts for intended spending) to the office.

4. The office receives and reviews the request.

5. The office cuts the reimbursement check to the individual or a payment check to the company.

Please note that if a request is over $600, additional time may be required for a second signature.

Monthly Club Ledger: The monthly ledger should be filled out by the treasurer with the guidance of club leaders. A monthly ledger should be turned into the 4-H office at the 1st of the following month. 

Ledgers are a great way to internally keep track of club funds and give the treasurer responsibility!