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North Pacific Coast Region - Forms for DM’s, Leaders & Volunteers

 

Youth Invoicing Request Form 2023 (for Term 1 & 2, Semester 1 and Annual Invoicing, offer for ALL Districts)

We all know the start of a new Girl Guides year will keep you all busy, and we’re here to assist ALL of the Districts (whether Transitioned into the new Finance System or not) to get the Term 1 & 2 / Semester 1 / or Annual Youth Invoices out for 2023. Again – You do not need to be using the Finance System already for us to assist you with this!

FIRST YOU MUST REQUEST A YOUTH LIST

we will use the Youth List to confirm the accuracy of the Youth in your District, as well as update us on changes, other charges etc… prior to invoicing.

If you already have your completed and updated Youth List you can now complete the Request for Youth Invoicing on the form below and attach the Youth List.

Expense Claims

If you’ve already paid an invoice/bill on behalf of your District you can submit it here for reimbursement. Claims are reimbursed weekly, ensure you have your claim in and approved by COB Thursdays for a Friday payment. (…you can send many invoices in for us to pay directly and not be out of pocket waiting! Use ‘Submit an Unpaid Invoice’)

 

Notification of Incoming Funds: Events-Fees-Deposits

We need to identify money coming into your account. If you have an event you are collecting funds for and having expenses against, fees due or deposits to make, let us know in advance how to allocate them as they come in with this form.

 

Hall Maintenance & Repair Requests

Emergency, urgent and minor maintenance requests can be requested with this form. All requests are triaged for those most hazardous or emergency repairs. Complete the form and submit to ensure, whatever your need, it’s not forgotten.

 

Refunds - Advise us of a Cancelled Event

If your District has to cancel and event or activity let us know here. We will followup those that paid for their bank details and make the refunds.

 

Submit an Unpaid Invoice

Got an unpaid bill for your expenses? If you’ve got an Adult Membership bill, utility bill, insurance, order, maintenance or ANY type of bill for your District that needs to be paid you can submit it here for payment directly by Region (we bill your District direct later), meaning you don’t need to wait for reimbursement!

 

Finance Asked Me for More Information

If you’ve been directed to send in a copy of documents/invoices/bills or frankly anything from the finance team, you can send it in here so we have all the necessary documentation for your District, Region or State activity.

 

Regular or One-Off Hall Hire Agreement

If your District Hall has a new regular hall hirer, or just a one-off hire for an event, you can submit the Hall Hire Agreement here, and any additional details for regular hall hire invoicing, to finance & bookkeeping through this form.

 

Trial Signup for Girl Guides

Complete this form if you have a visitor trialling Girl Guides Association (NSW) in your District. This is important for our records of Youth and Child Safe Policy compliance.

 

If you are experiencing errors with any of the above forms contact us directly with technical queries for assistance: clarew@girlguides-nswactnt.org.au or NPCRFinance@girlguides-nswactnt.org.au

Still have a query and none of these forms answer it? Email finance directly in the query form below ‘Important Financial Dates’.

Important Financial Dates

Dates to note in the coming months for invoicing, payments and reporting on District finances.

Every FRIDAY payments are made. We endeavour to ensure all complete and authorised invoices or claims received by C.O.B. each Thursday are processed at the end of that week wherever possible.


Apr 2024

Every FRI - Weekly Expense Claims & AP Payments

MON 12 - Last day of SCHOOL TERM 1, 2024

MON 29 - First day of SCHOOL TERM 2, 2024

May 2024

Every FRI - Weekly Expense Claims & AP Payments

SUN 19 - State General Meeting (SGM), Parramatta

THURS 23 - State General Meeting (SGM), Online

Jun 2024

Every FRI - Weekly Expense Claims & AP Payments

Jul 2024

Every FRI - Weekly Expense Claims & AP Payments

FRI 5 - Last day of SCHOOL TERM 2, 2024

Mon 22 - First day of SCHOOL TERM 3, 2024

Aug 2024

Every FRI - Weekly Expense Claims & AP Payments

SAT 24 - SUN 25 - “Great Guide Sleepover 2024”, Taronga Zoo Sydney

Sept 2024

Every FRI - Weekly Expense Claims & AP Payments

FRI 27 - Last day of SCHOOL TERM 3, 2024

District Managers, Unit Leaders & Volunteer Queries

Can’t find the information you need? Need to request additional financial reports, account queries for events and assistance with anything?

Bank Deposits - District & Unit Codes

Click below to download a copy of the complete Region list of Bank Codes to use as a reference on all direct deposits.

Payment Reference Guide - 

Parents Please use the NPCR Code and Child’s Last Name as Payment Reference  e.g. “103b Jones”
District Managers:  Please use the Bank Code and Activity as Payment Reference  e.g. “148c ArtDay”

Deposits -

Deposits can be made into your chosen District Bank Account or the Main Region Account below with the appropriate District Bank Code Reference.

GG NPCR Finance Account

BSB: 032-586

Account: 634938

For a list of the District Bank Accounts connected, download below.

If your District hasn’t made the Financial Transition and you’d like to understand more about what to expect…

Get in touch and ask for more information or a one-on-one tour here

or have a look through examples on the Finance Transformation Project page.