Finance & Grants
Accounts
Grants
Expenses
Accounts
It is the responsibility of the unit leader to make sure your unit accounts are properly maintained. This is required by law as part of the role as a charity trustee. The unit leader can delegate the day-to-day record-keeping but they must review the accounts on a termly basis. The delegate could be:
- A member of your team
- A member of the local Trefoil Guild or Friends of Guiding group
- Another competent adult
All guiding units and levels, whether registered as charities or not, must prepare annual accounts. And their accounts must be independently reviewed. Further details can be found here.
Grants
Any member of Girlguiding Royal Berkshire, adult and young person, may apply for assistance.
Small grants, up to a maximum of £300, will be made to individuals
- to enable them to attend a girl guiding event (day or residential)
- for purchase of equipment/materials to fulfil a guiding role. For example, requests may be made for
- the purchase of resources or guiding wear,
- to attend a training course
- to support subscription payments (which should be requested in arrears)
- for the purchase of uniform for individual girls
Applications should be made on the form below. An application for assistance for a young person aged under 18 years, should be made by the Unit Leader and give full details of the young person they are supporting and the reasons for the application.
County International Travel Grant
Group or Individual
The purpose of the County International Travel Grant is to make available grants:
- For Leaders and delegates chosen to represent the County on Region International visits
- For Leaders and delegates taking part in area or unit international visits
- For individual members participating in international Guiding events or going on international visits with a Guiding purpose
A grant of 10% of total costs will be awarded to successful applicants under category 1) defined above. A grant of 5% of total costs will be awarded in the remaining categories defined above.
For Group travel grant applications, the County Finance Committee will only consider applications accompanied by a fully completed Residential Notification form.
Please complete the appropriate application form to apply for either of the above grants.
All applications must be received 2 weeks prior to the County Finance Meeting (dates can be found in the important dates calendar).
Retrospective grant applications will not normally be considered, however, grants will not be paid until the event has taken place (with the exception of International Grants).
Other Grants
Details of Region Girlguiding Grants can be found at https://www.girlguidingsouthwest.org.uk/member-information/grants-funding
Details of National Girlguiding Grants can be found at https://www.girlguiding.org.uk/making-guiding-happen/running-your-unit/finance-insurance-and-property/grants-and-funding/
Additional grant and fundraising ideas can be found at
Expenses will be reimbursed to adults undertaking County business.
Expense claims must be submitted on the County Expenses Form (file attached) or Thirtover Place Expenses Form (file attached). Claims for material items must be accompanied by the original receipts. Claims should be submitted within 3 months of the expenditure. Claims for the October - December quarter must be submitted by 31 January.
Expense claims must have the appropriate level of approval (see table below) before they will be processed.
Following approval claims can be submitted by email to expenses@girlguidingroyalberkshire.org.uk accompanied by scanned copies of the receipts, with the approver in cc. However, a paper copy with the original receipts must be sent to Berkshire Guide Association, Job Done, 21 Sandstone Grove, Hermitage, Thatcham, Berkshire, RG18 9WS.
Expenses
Role submitting expense |
Role to approve expense |
County Commissioner, |
County Chair of Finance |
Assistant County Commissioner, |
County Commissioner |
Trainers |
Chair of Learning and Development |
Residential Adviser |
Chair of Guiding Delivery |
Website Coordinator |
Chair of MGR, PR & Comms |
Thirtover Place Management Committee |
Chair of Thirtover Place |
© 2025 Girlguiding Royal Berkshire. All rights reserved. Website design by MAW Digital Marketing