CONCEPT: Financial Accountability in CAP

APROXIMATE TIME: 1 Hour

SUGGESTED MATERIALS: No additional materials are required. Refer to the Instructor Information   link in the User's Guide for the basic materials to teach a class.

CAP is funded primarily from funds of the US Government, including the USAF. Likewise, CAP is accountable to the United States Congress, and must provide an audit of its financial records yearly. Therefore, it is important for all CAP members to understand their role in helping CAP meet its financial responsibilities.

In this lesson we stress the need of all members to understand basic financial procedures in the CAP, including filing requirements and meeting deadlines for filing, and how each member at the lowest level of the organization impacts all levels above.

1. Why each individual member must know basic financial procedures.
2. The basic fiscal procedures of the CAP including deadlines for wings, regions, and the CAP headquarters.
3. The reason for the requirement for two signatures on all unit checks.
4. Why member’s financial transactions and prompt filing require a personal commitment from its members.

Attention Step: (Slide 1) The CAP is funded primarily from taxpayer funds of the US Government, but also receives funds from the USAF when accomplishing certain services. Consequently, the CAP is accountable to the United States Congress, and must provide an audit of its financial records yearly. Therefore, it is important for all CAP members to understand their role in helping the CAP meet its financial responsibilities.

Lesson Objectives: (Slide 2) In this lesson we will look at the need of all members to understand basic financial procedures in the CAP, including filing requirements, meeting deadlines for filing, and how each member at the lowest level of the organization impacts all levels above.

Transition Question: As a member of the CAP, why do you feel the CAP needs you to make a commitment to financial accountability?

Answer: Answers will vary. Ensure to stress the need that every member should know the requirements and deadlines required to file for expenses.

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Main Point 1: Why each individual member must know basic financial procedures. (Slide 3)
  Individual accountability allows the CAP to "keep its records straight". It allows each level in the organization to keep accurate account of expenditures for auditing purposes and allows the commanders (at any level of the CAP) to know how much of the unit funds are available. Each member is accountable for ensuring that funds are spent as authorized and wisely in the performance of CAP missions.

Main Point 2: The basic fiscal procedures of the CAP including deadlines for wings, regions, and the CAP headquarters. (Slide 4)
 Every region and wing commander in the CAP have ultimate responsibility over funds allocated to their respective units. Commanders manage these funds through their Finance Committee. The committee is composed of the Finance Officer and other officers in the CAP. They are responsible for advising their commander on unit funds and assisting subordinate levels as necessary.

• All unit funds are required to be deposited in a bank account requiring two (2) signatures for withdrawal of the funds when writing checks.

Discussion Question: Ask members if they are aware of their unit’s policy on reimbursement of funds.

INSTRUCTOR NOTE: Be prepared to discuss any differences with the regulations or unit-specific policies.

Main Point 3: The reason for the requirement for two signatures on all unit checks. (Slide 5)
 Each member must file the CAP Form 108 within 45 days of incurring a reimbursable expense. Members should know that all expenses must be legitimate to perform the assigned mission.

Discussion Question: Ask members if they are familiar with filing the CAP Form 108.

INSTRUCTOR NOTE: Be prepared to discuss any differences with the regulations or unit-specific policies.

Main Point 4: Why member’s financial transactions and prompt filing require a personal commitment from its members. (Slide 6)
 From what we have been discussing, you now know why we need each member to personally commit to help the accountability of the unit finances. The impact that you have on the organization begins with that commitment, as we are required to meet deadlines for audits throughout the year, and especially at the end of the fiscal year.

Discussion Question: Ask members if they understand the unit’s deadlines for filing, as well as deadlines for the end of the fiscal year.

Answer: The CAP Fiscal Year is 1 October through 30 September. Before 30 September of each year, the region/wing finance committee prepares a budget for the next fiscal year. This budget is reviewed quarterly. No later than 31 December of each year, region/wing annual audited financial statements are forward to auditors for National HQ, CAP. The law requires CAP to file with Congress an annual audit of its financial records not later than March 31^st of each year

Summary (Slide 7) Today we have taken a basic look at financial accountability in the CAP. While it is important for you to have a basic understanding of how our finances are managed, its just as important for you to understand your role in the process of filing for reimbursement for your expenses. The CAP relies on each member to make timely requests for payment, not only so you can be paid for your expenses, but also so it can account for all expenditures in the organization. Just like you manage your personal accounts, the CAP must account for all of its funds.