Who Should Manage Card Money for Your Fundraiser?

A scratch card fundraiser can bring in money fast. That is exactly why one question needs an answer before the first card goes home: who should manage card money? A great fundraiser should feel fun for donors and simple for participants, but the cash still needs a clear path from the person holding the card to the organization’s account.

The best answer is usually not “everyone.” It is one trusted adult who owns the process, supported by a second adult who can verify totals when money is collected and deposited. Clear responsibility protects your group, reassures parents and donors, and keeps fundraising profits available for the uniforms, travel, equipment, or program needs they were raised to support.

Who Should Manage Card Money?

For most school clubs, youth teams, churches, and cheer programs, the person managing card money should be an adult with an established financial role in the organization. That may be the booster club treasurer, team parent treasurer, church finance volunteer, school activity coordinator, or program director.

This person does not have to be the coach or the person passing out cards. In fact, separating those jobs is often smarter. Coaches have practices to run. Youth leaders have students to supervise. The card-money manager should be someone who is organized, reachable, and comfortable tracking payments and making deposits.

The right person has three qualities: trust, consistency, and time. They should be trusted by the group, able to follow the same collection process every time, and available when families need to turn in money. If your organization already has a treasurer, start there. Using an existing financial process means fewer surprises and less confusion at the end of the fundraiser.

Give One Person Ownership, Not Total Isolation

One person should be accountable for the fundraiser’s money, but no one should have to handle cash completely alone. A simple two-adult check is good practice, especially when several cards are coming back at once.

For example, the card-money manager can receive the cards and cash while another approved adult helps count. Both adults confirm the total, record how many completed cards were returned, and sign or initial a collection sheet. This takes only a few extra minutes, yet it prevents misunderstandings about whether a card was returned, what amount was collected, or who received the funds.

This is not about assuming anyone will make a mistake. It is about making the process easy to verify. When families, volunteers, and leaders can see that the group has a straightforward system, they are more comfortable participating.

A Treasurer Is Often the Best Choice

A treasurer is usually the strongest choice because they already understand where funds belong and how to document them. They can deposit money promptly, keep fundraiser income separate from personal funds, and report progress to the group.

If your group does not have a formal treasurer, appoint a fundraising money coordinator before cards are distributed. Put that person’s name, phone number, and collection deadline in the instructions sent to families. Everyone should know exactly where money goes and when it is due.

When the Coach or Leader Should Not Handle It

A coach, teacher, or youth pastor may be highly trustworthy, but they may not be the right card-money manager if they are already handling every other part of the program. Adding cash collection to an overloaded role can create delays, missed records, and unnecessary stress.

Let the leader focus on motivating participants and communicating the purpose of the fundraiser. A designated finance-minded volunteer can handle the collection details. That division of labor keeps the campaign moving without putting everything on one person’s shoulders.

Set the Rules Before Cards Go Out

The easiest card money to manage is money collected under clear rules from day one. Before distributing cards, decide who receives money, which payment types you will accept, where collections happen, and how quickly funds must be turned in.

A short written instruction sheet is enough. It should tell participants that they are responsible for returning both completed cards and the money collected by the deadline. It should also explain whether donors can pay by cash, check, or an approved digital payment method. If checks are accepted, state exactly who they should be made payable to.

Avoid asking participants to hold cash for weeks. A short fundraiser timeline creates momentum and reduces the odds of misplaced money. If families need more time, they can ask the money coordinator directly rather than letting the entire campaign drift.

With scratch cards, the process is easy for donors to understand. A donor scratches a space, gives the amount shown, and the participant records or secures the donation. On a completed Scratch & Give card, the 50 scratch-off amounts range from 50 cents to $3, adding up to $100 per card. That simplicity is a major advantage, but it works best when participants know exactly how to return completed cards and funds.

Track Cards and Cash Together

Do not track cash separately from cards. Every card handed out should be assigned to a participant, and every returned card should be matched to the money collected.

A basic spreadsheet, notebook, or printed tracking sheet can do the job. Record the participant’s name, the number of cards issued, the date issued, cards returned, amount turned in, and the date received. The manager should update the record at the moment money changes hands, not later that evening when details can get fuzzy.

For a small group, this can be as simple as a table at practice or after church. For a larger organization, use numbered envelopes or a designated collection folder for each participant. The goal is not complicated bookkeeping. The goal is being able to answer a simple question: Which cards are still out, and what funds have been received?

If a participant turns in a partial card, record the amount actually collected and return the card if they plan to keep fundraising. If the card is complete, collect the card and money together. Consistency matters more than the specific form you use.

Make Deposits Quickly and Keep Funds Separate

Cash should not sit in a volunteer’s car, kitchen drawer, or backpack. The designated money manager should deposit funds promptly into the organization’s approved account, ideally after each major collection day or whenever the amount becomes significant.

Keep fundraiser money separate from personal money at all times. Even a well-meaning volunteer can create confusion by temporarily mixing cash or using a personal payment account without a record. Use the organization’s bank account whenever possible. If your group relies on digital payments, use one approved account and make sure every payment includes the participant’s name or a clear note.

After a deposit, save the receipt and update the fundraiser tracker. A quick weekly message to the group can build excitement: how many cards are complete, how much has been raised, and how close the organization is to its goal. Share totals without publicly identifying families who are behind on returns.

Handle Common Problems Without Drama

Even a simple fundraiser can have a few loose ends. A card may come back without enough cash. A donor may promise to pay later. A participant may misplace a card. Plan for these situations before they happen.

If money is short, the card-money manager should contact the parent or participant privately and calmly. Start with the facts: the card returned, the amount recorded, and the amount received. Most issues are honest oversights and can be resolved quickly.

If a card is lost, mark it as lost in the tracker right away. Do not issue unlimited replacement cards without recording them. If you decide to replace a card, assign the new card clearly so you do not accidentally count both cards as active.

Most importantly, do not embarrass a young participant over money. The adult manager’s role is to protect the organization while treating every family with respect. A clear process makes those conversations easier because no one is relying on memory or guesswork.

Keep the Fundraiser Fun for Everyone Else

When one trusted adult manages card money, everyone else can focus on the part that makes scratch card fundraising work: asking, sharing the cause, and celebrating progress. Participants do not need to become bookkeepers. Parents do not need to wonder where to send payment. Donors get a quick, enjoyable way to help.

That is the real benefit of assigning the role early. Your group gains more than organized cash collections. You gain confidence, momentum, and a fundraiser that feels manageable from the first scratch to the final deposit. Choose your money manager before you hand out the cards, give them a simple tracking system, and let your group put its energy where it belongs: reaching the goal.