Suspected Misappropriation of Troop/Group
Funds Procedure
*All communications and information regarding a case of suspected misappropriation of funds is to
remain in strict confidence with ONLY those parties involved. The following process should be
documented in writing.
1. Suspected misappropriation of funds should be reported immediately to GSWPA staff by
the concerned party.
2. GSWPA staff will notify his/her supervisor.
3. GSWPA staff will consult with select service team members to inform them of the situation
and to gather all pertinent information to the situation.
4. GSWPA staff will investigate the situation by communicating with the concerned party as
well as the suspected party.
5. GSWPA staff will work to begin an investigation on the suspected volunteer which will
include the following steps:
A. Contact by phone and/or e-mail will be attempted for one week in order to discuss
the situation and set up a meeting with the suspected individual.
B. In the event that the suspected individual is not available by phone or does not
respond to phone messages left within one week’s time, GSWPA staff will send a
letter via U.S. first class mail and U.S. Certified mail (Return Receipt, Restricted
Delivery) giving the individual 10 days to respond to a meeting request. *If the
individual in question does not respond, one final letter will be sent via US Certified
Mail and US first class mail stating that contact must be made within one week or
the individual will be released from his/her volunteer position. If still no response is
given, the volunteer will be immediately released, a hold placed on the bank
account and the investigation will continue. Follow Release of Volunteers operating
procedure.
C. A meeting will be held between the volunteer suspected of misappropriation of
funds, appropriate service team members and GSWPA staff. At this meeting, all
financial information including receipts, checking account statements, troop
expenditures etc. will be reviewed.
D. Following the meeting, GSWPA staff will make a determination whether or not the
concerns regarding the volunteer are founded.
E. If finances are in order, the concerned party receives notification by phone, e-mail,
or U.S. mail that the situation has been investigated and no evidence of
inappropriate activity has been found.
F. If it is determined that troop funds have been used inappropriately, the Vice
President, Recruitment & Retention will be notified and further action will be taken.
See Confirmed Misappropriation of Funds operating procedure.
G. Misappropriation of troop/group funds is cause for immediate release from all
volunteer positions.