also use the "Record of Group Finances" (see sample fig. 11 or go to http://www.mass4h.org/volunteers/volunteer_forms/treasurers_forms/RecordGroupClubFinances.pdf) instead of a check register. All other financial rules and guidelines for groups with bank accounts apply to groups without bank accounts.

1. In the "date" column, write the date the transaction took place. In the "description of transaction" column, write to whom the payment was made.

2. Enter the cashier's check, money order or cash payment amount in the "payment/debit" column. Then subtract the amount of the payment from the remaining balance on the line above and enter the new balance immediately below.

3. The "fee (if any)" column is the place to list fees for purchasing checks or money orders. Subtract the fee amount from the balance on the line above.

4. When the group receives money, record the amount in the "deposit/credit" column. Add the amount to the balance on the line above and enter the new balance immediately below.

Completing the Annual Summary Financial Report
Note to leaders: All 4-H clubs, committees, councils, boards and groups are to complete the Annual Summary Financial Report (p. 24) (http://www.mass4h.org/volunteers
/volunteer_forms/treasurers_forms/AnnualSummaryFinancialReport.pdf).

The Annual Summary Financial Report (see sample fig. 12, pg. 10) fulfills several needs: It creates an open, public record of each group paying sales tax; it fulfills the audit concerns of the University and it completes a USDA federal requirement for financial accounting by 4-H groups. The Annual Summary Financial Report is how UMass Extension-related organizations help the university fulfill its obligation of fiscal accountability to the residents of Massachusetts. Both UMass and USDA require accountability in managing funds raised as part of 4-H.

The Annual Summary Financial Report is due to your local/county Massachusetts 4-H office by November 30 of each year. If your group doesn't handle any money in excess of $100 during the year, you do not need to turn in a financial report. You must still submit this report if you have in excess of $100 program activity.

How to Complete the Annual Summary Financial Report
1. The Annual Summary Financial Report (http://www.mass4h.org/volunteers/volunteer_forms/treasurers_forms/AnnualSummaryFinancialReport.pdf) sums up your 4-H group's financial activities during the program year (September 1 to August 31). On the first two lines, fill in the dates covered by the report and the name of your club or group.

2. Account Balance at Beginning of Year (A) ­ Enter the balance your group had on hand in a bank, savings and loan, or credit union, or in a safe place at home if your group doesn't have an account. If your group does have an account, this balance would be the ending balance on the August statement.

3. Add the two revenue subtotals (B and C) together and enter the amount on the Total Revenues for Year (D).

4. Summarize the Expenditures for each event or activity. List the event, the date and the amount spent on each event. (For example, the pizza party might include pop, pizza, plates, cups, napkins and cookies.) Add all the expenses for each event together so that there is only one line for each event.

5. Add the expenses for the year together and write the amount on the Total Expenses for Year (E).

6. Add the Account Balance at Beginning of Year (A) and the Total Revenues for Year (D), then subtract the Total Expenses for Year (E). The total is the Account Balance at End of Year (F).

7. Now compare the Account Balance at End of Year (F), with the ending bank statement balance on August 31. If it doesn't agree, you need to Add Back Checks That Haven't Shown Up on Bank Statement (G), and subtract Deposits That Haven't Shown Up on Bank Statement (H). If it still doesn't add up, go back and check that you have included all the revenues and expenditures for the year. This activity is essentially the same as reconciling a checkbook, except the report summarizes all financial activities.