Sending the money to us
When you raise money for Teenage Cancer Trust, you are under a legal obligation to ensure that the money gets to us.
You should send it to us within 30 days of the event or activity you are engaged in. If your fundraising takes place over the longer term, you need to send the money to us at the end of every month so that we can properly account for it.
If there are expenses associated with your event or activity, you need to be very clear to donors that it is only the profits or proceeds which will go to Teenage Cancer Trust. Please also ensure that you keep receipts of your expenditure for at least two years, so that we can account for them if necessary.
Cheques should always be made payable to Teenage Cancer Trust and not to an individual fundraiser.
Please send money to: Teenage Cancer Trust 3rd Floor 93 Newman Street London W1T 3EZ
Please always attach a copy of the Reply Slip.
The amount of money that Teenage Cancer Trust can raise via gift aid makes a big difference to our overall funds.
Please ask donors to sign gift aid declarations if they are able. This enables us (and higher rate taxpayers) to claim tax back from the Government and increases the overall benefit to Teenage Cancer Trust. Gift aid can only be recovered on donations from UK registered taxpayers where there is no benefit to the donor, not on tickets, auction items etc.
A Gift Aid form can be found below. You must use this as it includes the exact wording to keep it legal.
- gift_aid_form-2013.pdf (152 kb)
Charities Aid Foundation vouchers
If you receive any Charities Aid Foundation vouchers, other charity vouchers or any matched giving applications please send them to:
Dawn Gibson Teenage Cancer Trust 3rd Floor 93 Newman Street London W1T 3EZ
Again please always attach the completed Reply Slip.
Setting up a bank account
If you're organising a big event you should have a bank account to pay money into that is separate from any personal account of the people involved in fundraising.
It should have two authorised signatories. You would need to call the account something like “Event/Activity X in aid of Teenage Cancer Trust.”
You need to ensure that the cash is kept securely between being collected and being paid into the bank. Wherever possible, try to pay cash into the bank within a maximum of 48 hours after it was collected.
- Any cash received should be counted and recorded by two individuals, with both individuals signing the cash collection form (below). This should be placed inside the sealed bag with the money. The two people should sign the seal of the bag once it is closed. Once the money is banked this signed paper should be sent to Teenage Cancer Trust Head Office along with the paying in slip from the bank.
- Cash should be counted in a secure environment and held in a secure place until is it banked.
- Where possible cash should be banked immediately after an event using bank paying in slips. If not possible, cash should be banked the next available working day that the bank is open.
- Where substantial amounts are involved, cash should be banked in stages during an event.
- If you need to count money at an event ensure that you have a secure room to use
- Night safe facilities should be considered for large amounts of cash which cannot be banked immediately.
- Cash should never be left unattended.
- Records must be kept where donations have been made for a specific purpose.
Cash Collection Form
- Cash-Collection-Form.pdf (45 kb)
Event expenses and payments
You'lll need to make sure that the costs of your event or activity are covered.
Remember that you may be able to obtain premises and equipment hire and the supplies that you need, for free or at a reduced rate, if you let suppliers know what the event is for and where the money is going.
If expenses are being deducted from the money you raise, you should make sure that the money is paid into a bank account first (rather than being paid from cash collected from donors). Expenses can then be paid by cheque or card from that account. Try to keep cash payments to a minimum and keep receipts for everything.
If you need to operate a petty cash float, ensure you can reconcile the amount with the total drawn from the bank and that receipts are provided.
You also need to keep all expenses receipts for at least two years, so that you have a record of the money raised as compared with the cost of the activity/event.
Your budget for the event/activity should include the cost of any insurance you need.
Do be careful about the language you use when you are raising funds. If the expenses are to be paid from the money you raise, then you need to let potential donors know – and say, for example, that it is the profits which will go to Teenage Cancer Trust. If you say “All money raised will go to Teenage Cancer Trust,” you need to make sure you can cover costs without using the money that people donate.
Do keep a clear written record of all the money you receive, all the expenses you pay, and the money that you send to Teenage Cancer Trust. If you send that statement or record to us with the money, or email it to us when you have transferred the funds into Teenage Cancer Trust’s account, it will be much easier for us to keep track of what you have raised.
Raising funds for something specific
We call it Restricted funding
We understand that you may want to raise funds for a particular Teenage Cancer Trust unit. If you do, you need to state when you send in the money that you want it restricted to a particular unit or appeal.
Obviously it is incredibly helpful and a powerful fundraising message to focus on the needs of teenagers living within the local area, but we would always encourage you to raise money generally for Teenage Cancer Trust which means that we can use the money where it is needed the most.
Teenage Cancer Trust is committed to funding services and support for young people with cancer in your local area and elsewhere. We promise that we will spend your donation where the need is greatest.
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