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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.

request a Youth List for verification

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.

request your Youth Invoicing for 2023 financial year

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’)

create an expense claim

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.

notify finance of incoming funds

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.

request hall maintenance or repairs

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.

advise finance of a cancelled event

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!

submit an unpaid invoice for payment

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.

send information to finance

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.

hall hire agreement - coming soon

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.

trial signup form - coming soon

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.