4. Record the deposit in the checking account register (see fig. 9 on page 7 or go to http://www.mass4h.org/volunteers/volunteer_forms/treasurers_forms/
excel_forms/CheckingAccountRegister.xls).

5. Complete a duplicate of the deposit slip, and keep the duplicate with the bank receipt.

Approving and Paying Bills
Part of your treasurer's report is asking for and receiving the club or group members' approval to pay the outstanding bills. After the members approve paying the bills, write a check for the approved amount for each bill.

The usual way to pay bills is with a check. Holding cash back from deposits and then using the cash to pay bills is not a good practice, because it doesn't leave a record or provide proof of payment. A proper receipt protects your reputation as treasurer.

Payment Vouchers
A payment voucher is a form that records your 4H group's approval to pay a bill. Prepare a payment voucher before paying any bill.

After a bill is approved, prepare a check to pay it.

After you write a check to pay a bill, attach the invoice (bill) or receipt to the payment voucher and finish filling out the payment voucher (see fig. 8). Blank payment vouchers are found on page 16 or go to http://www.mass4h.org/volunteer_forms/
treasurers_forms/Payment_Voucher.pdf.

Checks
Follow these steps when writing checks.

1. Use ink.

2. Never erase a mistake. If you make a mistake, write "VOID" on the spoiled check and start a new one. Keep the voided check; don't destroy it.

3. Write today's date on the check.

4. Start writing the name of the person or business to whom the check is payable as close to the "Pay to the order of" as possible.

5. Leave as little space as possible between the figures and words when filling in the amount lines. This helps prevents someone else from changing a $1 check, for example, into a $100 or $1000 check.

6. Begin writing the amount at the extreme left of the amount line. Be sure the written amount agrees with the numeric amount. Avoid writing checks for less than $1, but if you have to, start the "Pay to the order of" line by writing the word "Only" and then the amount.

7. Sign the check with your authorized signature, the same way you signed the signature card at the bank when you became treasurer. (One of the two adults listed on the account must also sign each check.)