Parent committees often want the collection “on paper” — to protect the treasurer, to reassure sceptical parents or because the school asked. Which document makes sense depends on one question: who actually receives the money.
Which Document Depends on Who Receives the Money
| Recipient | What it is legally | Paperwork |
|---|---|---|
| Parent committee treasurer | An arrangement between parents | Meeting minutes, register, receipts; a form is optional |
| The school or kindergarten | A donation (Civil Code, Art. 582) | Donation contract, transfer to the institution’s account, handover act for items |
| A school charitable foundation | A donation to a non-profit | The foundation’s contract or public offer and a payment record |
Sample Minutes of a Parents’ Meeting
MINUTES No. 1 of the parents’ meeting of class 3B. Date: 12 September 2026. Present: 21 of 27 parents.
Resolved: 1. To organise a voluntary collection for class needs according to the attached budget, about 2,500 RUB per child for the year in two instalments. 2. Participation is voluntary; not taking part does not affect the child’s participation in class events or shared gifts. 3. Contributions are received by the treasurer [name]; reports with receipts are posted after each purchase and at the end of each half-year. 4. Any balance at the end of the year is carried over or refunded by decision of the parents.
Votes: for — 19, against — 0, abstained — 2. Chair ______ Secretary ______
Sample Voluntary Contribution Form
To the parent committee of class 3B, from [parent’s name], parent of [child’s name].
I voluntarily take part in the collection for class needs for the 2026/2027 school year according to the budget approved on 12 September 2026 and contribute [amount] RUB. I understand that participation is voluntary and that I may stop contributing by notifying the treasurer. Date ______ Signature ______
Nobody is obliged to sign this, and neither the school nor the committee may require it. Do not collect passport details for class paperwork.
Donations to the School Itself
A donation contract usually states the donor and the institution, the amount or item, the purpose, how it is transferred (to the institution’s account) and the obligation to use it for that purpose. Under Article 582 a donation with a stated purpose must be used for it and accounted for separately. The school’s accounts office normally has its own form. Repairs and furniture are budget responsibilities — see who pays for classroom renovation.
An Electronic Register Instead of a Notebook
In DeliBabki, log contributions under the Contribution to the pot category and purchases with receipt photos; the Excel export produces a workbook that can be attached to the minutes as the report.
Frequently Asked Questions
Do you need a written application to pay into a class fund?
No. A class fund is an arrangement between parents and no paperwork is legally required. Minutes of the parents’ meeting with the budget, a contributions register and a report with receipts are usually enough. A parent may sign a voluntary contribution form, but nobody can be required to.
Can a school require parents to sign a “voluntary donation” form?
No. A donation is voluntary by definition, and a signature obtained under pressure does not change that. A donation cannot be a condition of admission or of a child’s participation in anything.
How is a donation to a school properly made?
When the institution itself receives the money, it is a donation under Article 582 of the Russian Civil Code: a contract stating the purpose and a transfer to the institution’s account, not cash to a teacher. A donation with a stated purpose must be used only for it and accounted for separately.
Should I ask the treasurer for a receipt when paying cash?
You can, but a bank transfer is simpler because it records who paid and how much. A written receipt is really needed when cash changes hands in larger amounts, such as when the fund is handed over to a new treasurer.
A Register Every Parent Can Open
Create a free group, log contributions and purchases with receipts, and export the year to Excel for the parents’ meeting.
Create Free Group 🚀