No person shall be left unsupervised with collected offertory funds at any time.
A) Prior to Mass, the individuals responsible for collecting offertory funds shall obtain tamper evident bags and complete the tamper evident bag log.
B) When offertory funds are collected, an usher should place the collection in a basket and bring the collection to the altar. The basket should be placed away from doors or entrances to the church. The funds shall then be placed in a tamper evident bag.
C) When Mass is over, two unrelated persons (ushers, priest, religious, PLD, or corporator) should place the funds in a locked safe immediately.
Offertory funds and other receipts should be kept in a locked safe at all times, from the time that they are collected until the time that they are counted and deposited.
A) With the exception of petty cash funds, no other funds should ever be stored in a locked desk or cabinet.
B) All funds received into the parish should be deposited as soon as possible.
C) Individuals with the ability to input transactions into accounting records should not receive, count, transport, or take custody of funds and should not have access or knowledge of the combination to the safe.
D) Safe combinations should be known and/or safe keys should be held only by clergy/religious, PLDs, and/or corporators.
E) Safe combinations and/or keys should be changed periodically and any time there is a change in an individual with the ability to access the safe (for instance, a change in pastor or corporator).
Each parish shall create and adhere at all times to written counting procedures for offertory funds, which shall incorporate the following procedures.
A) Counting shall be done as soon as possible after collection, preferably immediately after the last Mass of the week.
B) At least three counting teams should be used to count funds. Counting teams should consist of at least three unrelated individuals, and count teams should be rotated weekly.
C) Under no circumstances should the same team of people be allowed to count funds together week after week.
D) The members of each counting team should be assigned specific tasks (e.g., removing money from envelopes, noting amounts on envelope face, counting notes and coins, recounting, examining and marking checks for deposit only, recording amounts received by check, recording cash count, and preparing deposit slips).
E) A count sheet should be used to record totals for each type of collection.
F) Separate totals must be obtained for loose and envelope monies for each type of collection.
G) All counters should sign and date the weekly count sheet.
H) The signed count sheet should be turned over to the pastor who should review the document, initial and file the form.
The following procedures shall be used for making bank deposits.
A) A counter from each count team should prepare the deposit slip for the deposit of offertory funds.
B) All funds received through the offertory collection should be deposited.
C) Funds should be transported to the bank using a bag containing the funds, deposit slips and adding machine tapes.
D) Funds should be transported to the bank for deposit by at least two, unrelated individuals immediately following the count and placed in the night depository (if Sunday) or deposited.
E) In instances where an armored carrier is used, the funds should be placed in locked bags and returned to the safe by two individuals and then turned over to the armored carrier on Monday.
F) Remote deposits may be made provided the depositor complies with all bank remote deposit procedures.
All receipts shall be entered immediately in a Receipts (Deposits) Journal.
A) All receipts should reflect the date received and the source.
B) Funds received throughout the week not included in the offertory process should be recorded on a daily receipts listing.
C) All receipts in the form of a check should be immediately stamped “For Deposit Only.”
D) All receipt and daily receipt listing forms should be given to the bookkeeper for entry into the accounting system on a daily basis.
E) All Parishes and schools should properly classify income amounts using the account names listed in the Charts of Accounts. A copy of the uniform chart of accounts is available from the ADDITIONAL RESOURCES section to the right.
F) When deposit slips are returned by the bank, they should be turned over to the bookkeeper with a copy of the signed weekly count sheet. The amounts on the deposit slips and count sheet should be compared to confirm agreement.
G) The amounts per the count sheet should then be recorded in the general ledger.
H) Once the amounts are entered a report should be printed out and tied to the count sheet and general ledger. Any differences should be investigated, documented, and corrected.
I) The envelope amounts should be entered into the Parish’s census data system. Reconciliations between the census data system and count sheet should occur monthly/quarterly.