Superstition DistrictResourcesDistrict Committee Resources

District Event Budgets

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District Training Budgets

***This page is intended to give guidance and guidelines to district level volunteers helping with district events and trainings that do and do not require a registration fee.

  1.  Before creating registration, receiving access to doubleknot, or advertising for any event or training, event chairs must get the correct approved budget, in writing, from your district executive.
  1. If you are a district event chair responsible for running a district event or training, please contact your district executive to request a user name and password to access doubleknot in order to add your event or training to the calendar and setup the event or training registration after receiving your correct approved budget from your district executive.
  1. Before any reimbursements will be issued, all registration funds collected at the door of the event or training must be turned in along with a registration roster showing participants and which participants paid in full.
  1. Events and trainings that stay within the approved budget, as approved by the district executive, will be completely reimbursed for any upfront costs
  1. Events and training that do not stay within the approved budget will only be reimbursed until the expense equals the revenue. After this point, no more money will be reimbursed.
  1. Unapproved events and trainings will not be reimbursed.
  1. If you have any questions regarding event or training budgets, please contact your district executive.
  1. All approved district events and trainings must do registration through the district website and doubleknot.
  1. Any venues/facilities that are desired to be used for a district training or event must first be approved by the Scout Executive through your district executive. Submit the filled out form to your district executive by email in order to obtain an approval for the off-site venue/facility. No verbal or written agreements for off-site venue/facility usage will be honored by the Grand Canyon Council without the event chair first receiving a written approval by the scout executive as referenced above. You can receive a copy of this form by emailing your district executive a request for the “Off-site facility rental approval” form.
  1. No event or training will be recognized by the Grand Canyon Council without the event chair first receiving a written “District Activity Budget Planning and Accounting Form” completed and filled out by your district executive as an approval and budget to authorizing the event chair to run the event or training.
  1. All event and training registration fees not collected through online registration must be received by the event chair and given to your district executive as part of the event or training close out. If cash may be received for the event or training, the event chair needs to check out a receipt book from the district executive. The event chair then needs to issue a receipt from this check out receipt book to every person who pays with cash. The cash and the receipt book should be returned to the district executive as part of the close out process. Cash and receipts must match.
  1. All checks must be made out to: “Grand Canyon Council – BSA”.
  1. It is never permissible to have individuals pay with cash or check to a 3rd party.
  1. Money may NOT be received into a 3rd party account and then that 3rd party pay the council.
  1. It is never permissible to reimburse oneself from checks and cash received. ALL funds go to your district executive as close out and participants requesting refunds must submit receipts to the district executive.
  1. Event and training chairs that not pay for program supplies and other event/training costs out-of-pocket may arrange to have expense paid for by the council in one of the following two ways: 

1) Find a store/vendor willing to accept Purchase Orders. Then obtain from the store/vendor the amount of what the charges would be for those items needed. Then email your district executive a request for a purchase order. In this email, be sure to include the following:

-Amount of charges

-Items the charges would cover

-Name of the store/vendor

-Address to send payment to store/vendor

-Phone number of store/vendor

-Email address of store/vendor (if available)

*Once approved, your district executive will email you back a purchase order number to place the order. Keep in mind that the purchase order number is only good to cover up to the amount originally requested. NOTE: For further information concerning purchase orders, please contact your district executive. Approvals take 7-14 days and should be done in advance of the event/training accordingly.

2) Locate the store/vendor that accepts checks so the council may pay the company directly by using an internal Check Request. Then obtain from the store/vendor the amount of what the charges would be for those items needed. Then email your district executive a request for a check to be mailed to the store/vendor in advance to cover those items. In this email, be sure to include the following:

-Amount of charges

-Items the charges would cover

-Name of the store/vendor

-Address to send payment to store/vendor

-Phone number of store/vendor

-Email address of store/vendor (if available)

Note: Be sure to arrange for the store/vendor to send notification to the event/training chair once it receives a check from the council. Once payment is received, items may be picked up/acquired by the event/training chair.

  1. Grand Canyon Council does NOT reimburse for fuel/gasoline. A person can deduct his/her mileage when they file their taxes. Below are the rates from the IRS.
  1. Before event/training chairs may fill their roles and responsibilities, they are to sign an “Acknowledgement and Agreement” portion acknowledging understanding and willingness to comply with the above guidelines. This form may be obtained from your district executive. The district executive will put signed “Acknowledgement and Agreement” form on file.

WASHINGTON — The Internal Revenue Service issued the 2009 optional standard mileage rates used to calculate the deductible costs of operating an automobile for business, charitable, medical or moving purposes.

Beginning on Jan. 1, 2009, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be:

  • 55 cents per mile for business miles driven
  • 24 cents per mile driven for medical or moving purposes
  • 14 cents per mile driven in service of charitable organizations