We recommend using a double entry accounting system like Gnucash, Quickbooks Simplestart or Microsoft Accounting Express (all of which are free). Quickbooks Pro, while not free, allows for the batch printing of checks. This may be preferred for a fund which experiences high volumes of check printing.

We do not recommend using single entry accounting systems. This would include using a paper based system, Excel, or personal finance software, like Quicken or Microsoft money. We do not recommend single entry systems because of the following problems: They do not provide a check against clerical error. They cannot easily distinguish between an increase in the fund balance and a reimbursement request. It is almost impossible to find an error if one has occurred. It is much harder to do a fund reconciliation with a single entry system.

In general, we recommend:

Recording the fund balance as a liability
The bank balance as an asset
Money spent as an expense
Reimbursement requests as income

Procedure manuals for setting up an accounting program.

Below are procedures manuals for setting up and maintaining "gnucash", a free double entry accounting system. Set-up typically takes about 90 minutes.

Setup:		Basic Tasks:
Downloading the program Setting up accounts Inputting Data		How to write a check and make a deposit Reconciling the checkbook How to run an uncleared check report Fund reconciliation How to Print checks

Revolving Funds

Overview

Funded Balance

Reimbursing Your Fund

Allowable Expenses

Custodian Responsibilities

Forms

Contacts

Accounting Programs

Procedure manuals for setting up an accounting program.