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Extension > Extension in your Community > Sherburne > 4-H > Articles > 4-H Financial Stewardship Changes

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4-H Financial Stewardship Changes

All pertinent financial forms can be found below under Downloads.



  1. Deposits should be brought to the Extension office to be accounted for and reviewed by the Program Coordinator.
  2. Funds to be deposited in the federation account must be accompanied by the Income Transaction Form.
  3. Cash will no longer be taken in the office. The following deposit options are acceptable:
  • Cashier’s Check (this is the best option)
  • Personal Check
  • Club Check
  • Regardless of the means of deposit for cash, the appropriate forms, including 2 signatures, should accompany the deposit.


All expenses must be pre-approved and identified either in the annual budget or through a special request using the Expense Proposal Transaction Form.

Checks will be cut twice per month by the treasurer typically on the 2nd and 4th Monday’s of the month. Please plan accordingly.

Expense reimbursement requests should follow the following steps:

  1. Expense Reimbursement Form is filled out, and receipt is attached.
  • All pertinent information should be included.
  • If check is to be mailed, address of recipient must be included.
  • All receipts should be attached.
  • If a special request was made for the expense, appropriate documentation (minutes) should be included.
  • Receipt can be a photocopy of original in order to keep for your personal records.
  1. Form and receipt are turned in to treasurer or fiscal officer of appropriate PDC or group to be recorded and approved with signature.
  2. Forms are turned in to the office to be reviewed and approved by the Program Coordinator.
  3. If form is not filled out correctly, or receipt is not attached, Program Coordinator will contact member to resolve.


  1. PDC and other Federation group balances will typically be run the 4th Monday of the month and e-mailed to project leaders.
  2. Project leaders should reconcile reports with the youth financial officer to ensure accuracy and report discrepancies.


Annual fundraisers should be included in the current year’s annual budget and are therefore approved by the federation.

  1. Fundraisers not included in annual budget should fill out and submit the Income Generation Application Form to the office.
  2. The Income Generation Follow-up Report should be submitted following a fundraiser along with the deposit.
  3. For fundraisers with large deposits, especially those with cash contact the Program Coordinator before the fundraiser in order to create a clear plan.


All pertinent financial forms can be found below under the Downloads section below. If you are in need of a form that is not listed on the website, contact the office.


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