Nonprofits thrive on strong financial stewardship—it’s what keeps their mission alive and earns the trust of donors, funders, and stakeholders. Good stewardship means having clear policies, staying on top of oversight, and ensuring compliance. Even when outsourcing key financial functions, the responsibility to stay accountable and manage resources wisely falls on both boards and management.
Here are key practices management can adopt to embody financial stewardship.
1. Implementing Policies to Safeguard Resources
Clear policies provide the foundation for ethical operations and resource protection. These include, but are not limited to, an employee manual that speaks to today’s workforce, conflict of interest policy, whistleblower policy, and accounting manual that clearly sets the checks and balances of a sound controlled environment. These tools help guide management and staff in maintaining high ethical standards, segregating duties, and reducing the risk of fraud.
While outsourcing tasks like bookkeeping, processing payroll or tax compliance can improve efficiency, management must remain accountable. This can be achieved by requesting receipts, reports, and third-party peer review audits to confirm that vendors deliver accurate and reliable results. Oversight, even with outsourced services, is critical to upholding financial integrity.
2. Monitoring the Use of Cash
Cash flow is vital to a nonprofit’s operations, making close monitoring essential. Management should review bank, credit card, investment, and payroll statements to detect any unusual or significant transactions. Regular reconciliations ensure all transactions are recorded correctly and adhere to organizational spending policies.
By closely monitoring transactions and complying with spending and documentation policies, management ensures resources are used responsibly and in alignment with the nonprofit’s mission.
3. Performing Periodic Reviews of Financial Activities
Regular reviews of financial position and activities allow management to address issues before they escalate. Comparing revenue and expenses to the approved budget ensures that the organization stays on track and can adjust when variances occur. Management’s swift action to resolve unexpected discrepancies is a hallmark of effective financial stewardship.
These reviews also provide an opportunity for management to engage with the board, sharing insights and recommendations that align with the organization’s long-term goals.
4. Meeting Compliance Requirements
Nonprofits operate in a unique complex regulatory environment. Maintaining a log of compliance requirements and deadlines to ensure ongoing adherence to funding obligations and legal standards is a great tool management can adopt to meet this responsibility. Staying informed about regulatory changes and adapting quickly to new guidance demonstrates a commitment to accountability and transparency.
Effective compliance is more than just meeting deadlines—it’s about maintaining the organization’s good standing with funders, regulatory agencies, and the community it serves.
5. Conducting Regular Reviews and Audits
Annual audits and periodic internal reviews (documented with checklists and/or trackers) play a crucial role in maintaining organizations’ financial health and accountability. They also provide opportunities to maintain or work towards implementing best practices.
The Han Group is committed to empowering nonprofits with the tools and strategies needed for effective financial stewardship. Please reach out to Han Group if we can be of assistance to your organization.
