Year End Checklist

Before accounts can be prepared, you are required to make sure that your organisation comply with checklist below (all documents must be originals):

  • Cash and Petty Cash Books/Computerised Accounts must be fully written/typed up and analysed.All columns must be added up and checked down and across to give the annual totals.
  • There must be a complete set of bank statements for the whole year, plus the month immediately after your accounting year ends.These must be reconciled with the Cash Book/Computerised Accounts.
  • All invoices, receipts, petty cash claims and vouchers must be filed in date order and signed by two authorised signatories (one of whom must be a Trustee).
  • All documents relating to grants and other income must be filed in date order
  • Payroll records must be completed and totalled for the year.Inland Revenue Annual Return (P35) must be completed and a copy kept.
  • Trustees Annual Report, including Directors Report, must also be attached.
  • Names of officers and other committee members who served during the accounting year.
  • Minutes of committee meetings held during the year.

A list of the following must also be included:

  • Creditors: Any money the organisation owes to someone else (eg., unpaid bills, Tax and NI).
  • Debtors: Any money someone else owes to your organisation (eg., arrears of fees or other charges due but not yet received).
  • Money received in advance (eg., first quarter of the forthcoming financial year grant arrives early).
  • Anything paid in advance (eg., insurance for the forthcoming financial year).
  • Anything that covers more than one financial year (eg. Electricity billfor February/March/April).
  • Fixed Assets (if any) items such as equipment that will last for more than a year your organisations will have an accounting policy for this.Thereshould be a Fixed Assets Register wit a list of what you had at the start of theyear.You will need to add any fixed assets purchased and indicate any which have been sold, scrapped, lost, stolen or destroyed during the year.
  • Cash Balance: At close of business count the cash with a witness and makea written record of the amount.
  • Breakdown of restricted fund(s).


FOR NEW GROUPS

A copy of the organisations Constitution, Memorandum and Articles ofAssociation or other governing document.
A Copy of the previous years Annual Account.

Complete the following and attached with bundle:

Name of organisation  ________________________________________________________________________________________
Contact person  ________________________________________________________________________________________
Position  ________________________________________________________________________________________
Contact number(s)  ________________________________________________________________________________________
Mobile  ________________________________________________________________________________________

 

Signed ________________________________________________________________________________________
Dated ________________________________________________________________________________________



(If all documents required are not completed properly or in the bundle, the entire bundle will be returned to you and put at the back of the queue.)


For official use only
Name of person receiving bundle: ..................................................................................................
Signed: ..................................................................................................
Dated:

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Values and Ethos

CAP is committed to prioritising service delivery to under-resourced organisations. We are committed to;

Providing high quality, accessible, low cost services.
Equal opportunities - both in recognising diversity and in seeking to respond to meet these needs.
Encouraging organisations to be independent and enabling them to help themselves.
Providing our services on an independent and confidential basis.

 

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