4-H Financial Records Audit

Instructions for the annual club/group financial review and the two-page accessible audit form.

Download the audit form

The audit form is a two-page, fillable PDF. You may complete it electronically or print it double-sided and complete it by hand.

Paper-saving print option

To use one sheet of paper, print the PDF double-sided (duplex) and choose flip on long edge. The form is designed for standard letter-sized paper.

Purpose of the audit

The financial reports of every 4-H group should be reviewed and audited yearly as a sound fiscal management practice. The audit is a simple but careful check of how well the treasurer and the group are handling money. The president and group leader appoint an audit committee.

Audit the books whenever financial responsibility transfers from one person to another for the protection of everyone involved. The purpose of the audit is to check procedures and the accuracy of the accounts. It is not a check for fraud; however, fraud will be reported if found. Financial records should be clear and easily understandable.

When to complete the audit

Complete the audit:

• at the end of September;
• at the end of the 4-H year; and
• every time the treasurer changes.

Determine whether the full audit is required

1. Does your group collect funds for any purpose? If yes, complete the full audit form. If no, continue to the next question.
2. Does your club maintain a treasury of any kind, such as a bank account or club fund box? If yes, complete the full audit form. If no, complete the certification section, date the form, and keep it with the club records.

Before you begin

Have the following records available to the audit committee:

• reconciled bank statements and canceled checks;
• the treasurer’s book or ledger;
• bills, receipts, deposit records, and the receipt book;
• club monthly treasurer reports;
• the check book and voided checks; and
• a petty cash ledger, if applicable.

Audit committee procedure

1. Review each month’s reconciled bank statement and canceled checks. If the treasurer found differences during the month, ask what was done to make corrections. Verify that two authorized, unrelated 4-H members or adult volunteers signed all checks. Verify that the signer is not the same person as the person paid.
2. Check the ledger entries. Make sure entries are complete and up to date. Compare ledger postings with checks, bills, receipts, and deposits. Ask the treasurer to explain any missing items or differences between receipts, payments, and deposits.
3. Review all voided checks. If a voided check is not on file, examine the bank statement and verify that the voided check number did not clear the bank.
4. Total all money received. Include cash and checks. Receipts must be written for all funds collected. Verify that receipts are in date order and that all funds are listed in the ledgers.
5. Total all bank deposits. The total should equal all funds received as recorded in the ledgers, club monthly treasurer reports, and receipt book.
6. Total all money spent. The total should equal the expenses recorded in the ledgers, club monthly treasurer reports, and check book. Verify that a written bill or receipt is on file for each expense and that cash expenses are recorded in a petty cash ledger.
7. Check the current balance. Verify that the beginning balance, plus all funds received, minus all expenditures, equals the treasurer’s current balance for the year.
8. Complete Questions 1-29 on the audit form. Select Yes, No, or N/A as appropriate for each question.

If an answer is No

If any answer to Questions 1-29 is No, the group’s financial record-keeping practices are not consistent with 4-H policy. Complete the Corrective Action section on page 2 of the PDF and briefly state what corrective action will be taken.

For Question 1, if the group does not keep funds for club use, explain how club expenses are paid.

Complete and certify the form

After the audit committee finishes the review, complete the treasury balance and date fields and the certification section. The club/group leader and audit committee members certify that they examined the financial records and that the report and statements made on the form are correct.

If completing the PDF electronically, save a copy with a new file name before closing it. If completing it by hand, print the two pages double-sided on one sheet and write clearly in the available fields.

Accessibility and alternate formats

The downloadable PDF is designed to support keyboard navigation and labeled form fields while remaining usable as a printed form. If you need the information or form in another format, contact your county 4-H Extension office.