(Client X) - FBH Home Page · Web viewWhile there are a few exceptions to this rule, the three-year period normally should be adequate. For non-tax purposes, records should be maintained

Accounting Guidelines & Procedures

Manual

New Hope Fire Baptized Holiness Church 1212 Russell Street

Covington, Kentucky 41011

TABLE OF CONTENTS

1.00 INTRODUCTION........................................................................................... 1

2.00 CHURCH STRUCTURE & ACCOUNTING ORGANIZATION............................... 1

3.00 ACCOUNTING PRINCIPLES & PROCEDURES3.10 Policies........................................................................................... 23.20 Procedures

3.21 Revenue Recognition............................................................ 23.22 Disbursements & Expenses................................................... 23.23 Fixed Assets and Depreciation.............................................. 23.24 Donated Materials and Services............................................ 23.25 Financial Reports................................................................... 23.26 File Maintenance................................................................... 3

4.00 CASH DISBURSEMENTS4.10 Policies........................................................................................... 44.20 Procedures

4.21 Capital Acquisitions............................................................... 44.22 Payment Procedures for Bills and Reimbursements.............. 44.23 Credit Cards.......................................................................... 5

5.00 CASH RECEIPTS5.10 Policies............................................................................................ 55.20 Procedures..................................................................................... 5

6.00 BANK RECONCILIATION6.10 Policies........................................................................................... 66.20 Procedures..................................................................................... 6

7.00 END OF MONTH ACCOUNTING PROCEDURES7.10 Policies........................................................................................... 77.20 Procedures..................................................................................... 7

8.00 END OF YEAR ACCOUNTING PROCEDURES8.10 Policies........................................................................................... 78.20 Procedures..................................................................................... 7

TABLE OF CONTENTS (continued)

9.00 INVESTMENTS9.10 Policies........................................................................................... 89.20 Procedures..................................................................................... 8

10.00 DEBT10.10Policies........................................................................................... 810.20Procedures..................................................................................... 8

11.00 RESERVES AND DESIGNATED FUNDS11.10Policies........................................................................................... 911.20Procedures..................................................................................... 9

12.00 INTERNAL CONTROLS 12.10 Policies......................................................................................... 9

12.20 Procedures................................................................................... 9

13.00 MISCELLEANOUS ACCOUNTING INFORMATION13.10 ID Numbers.................................................................................. 1013.20 Physical Control............................................................................ 10

14.00 COMPUTER ACCESS AND BACKUP14.10 Policies......................................................................................... 1014.20 Procedures................................................................................... 11

16.21 Passwords........................................................................... 1116.22 Backup................................................................................ 11

15.00 ACCESS TO RECORDS AND RECORDS RETENTION15.10 Policies......................................................................................... 1315.20 Procedures................................................................................... 13

15.21 Records Retention............................................................... 13

16.00 MAINTENANCE OF ACCOUNTING POLICIES ANDPROCEDURES MANUAL16.10 Policies........................................................................................... 1516.20 Procedures..................................................................................... 15

17.00 PROPERTY AND EQUIPMENT INVENTORY17.10 Policies........................................................................................... 1517.20 Procedures..................................................................................... 15

Appendix A – Sample Church Reports………………………………………………………………………… 16Appendix B - Manual Record Book Pages………………………………………………………………….. 26Appendix C - Report Assembly Guidelines…………………………..……………………………………. 35

1.00 INTRODUCTION

This manual describes the current accounting guidelines and procedures used by New Hope FBH Church. New Hope has an August 31 year-end and will follow IRS guidelines for churches and religious organizations.

The intent of this document is to minimize the time required to train/transition new secretaries, deacons, and other church administrators.

2.00 Church Structure and Accounting Organization

New Hope is organized into various Boards/Auxiliaries/Committees. Each board has a chairperson, secretary, and treasurer. Within this document these three (3) officers may be collectively referred to as board administrators or board administration.

The Finance Board is primarily responsible for the non-property related general operations of the church, typically the care of personnel – pastor, bishop, elder, district president, evangelists, and workers.

The Trustee Board is responsible for anything related to the physical property, structure, and maintenance of the church - grounds, buildings, utilities, and insurance.

The Sunday School consists of a superintendent, secretary, and treasurer. It is responsible for matters related to operating the educational department(s) of our church – song books, literature, and computer software.

The Sisters of Charity is the mission arm of our church. It has a president, secretary, and treasurer. The Sisters of Charity is responsible for the outreach and charitable work of the church.

The Holiness Young People’s Union (HYPU) is a youth organization responsible for arming our children with the founding principles of holiness. It has a president, secretary and treasurer. Meetings are to be held at a minimum two (2) Sundays of each month. Money is collected to further the plans and obligations of the HYPU. The HYPU makes an annual donation to the district HYPU Convention and donations to the ruling elder.

The Young People’s Institute (YPI) is a youth organization whose motto is to reach the unreached and love the unloved. It has a president, secretary, and treasurer. Meetings are to be held at a minimum of two (2) Sundays each month. Money is collected at the meetings to further the plans and obligations of the YPI. Money from the YPI is used for donations to the ruling elder, district supervisor, and the annual crowning of Miss or Mr. Youth Congress in August.

Each of these six (6) boards/auxiliaries has a corresponding fund to account for monies raised and disbursed. Additionally, we have a pass through account for monies raised for the Foreign Mission. The Foreign Mission money is collected, held, and given to the ruling elder when he comes on his official visits.

11/25/2010-Initial Draft


3.00 ACCOUNTING PRINCIPLES & PROCEDURES

3.10 Policies

New Hope uses cash basis, single-entry accounting during the fiscal year September 1 through August 31 to record all cash receipts and disbursements. The church maintains manual record books. See Appendix B for sample pages of the manual record books and further details. We are in the process of building an accounting system tailored to the needs of the Fire Baptized Holiness Church.

3.20 Procedures

3.21 Revenue Recognition

Record offerings, donations, and other income when received.Record individual donations with date and amount.

3.22 Disbursement & Expenses

Record expenses when they are disbursed.Record transactions on the cash basis of accounting during fiscal year.

Use checks instead of cash whenever possible. Checks document the disbursement.

3.23 Fixed Assets and Depreciation

Record all property and equipment during the fiscal year as an expense.

No depreciation will be recorded.

3.24 Donated Materials and Services

Generally donated materials, assets, and services will not be recorded in the accounting records.

3.25 Financial Reports

The membership receives monthly financial reports for each fund. The reports list beginning balance, total amount received, total amount paid out, and ending balance. The report also lists the details of the expenses that comprise the total amount paid out.

Typically, the monthly financial reports are based on the physical month begin and end dates (ie. 12-1-2009/12-31-2009, 11-1-2009/11-30-2009).

Use the monthly financial reports to prepare the reports for the Elder’s Official Visit, the Annual Church report, the Annual Sisters of Charity


report, and the Annual Sunday School report. Annual reports should balance to the monthly reports covering the time period used in the annual reports.

Currently, the elder’s official visits are held in January, June, and September. Do not include any financial data on the elder’s reports that is not included in the distributed monthly financial reports. The elder’s report for January should include data from the monthly reports prepared for September through December of the previous year. The elder’s June report should include financial data from January to May of the current year. The September report should include financial data from June through August of the current year.

The Annual Church report should balance with the data presented to the elder on his three (3) official visits. The Annual Church report should include financial data from September 1 of the previous year though August 31 of the current year. This report must be ready for the Annual Convention in October.

The Sisters of Charity report should include financial data from May 1st

of the previous year to April 30th of the current year. The report will be given to the District President for the Sisters of Charity Convention in May.

The Annual Sunday School report should contain financial data from July 1st of the previous year to June 31st of the current year. This report will be taken to the Sunday School Convention in July.

Prepare actual year-end contribution statements for all donors by January 15th of each year. Include the dates and amounts of each contribution.

Appendix A contains samples of all the reports.

3.26 File Maintenance

Prepare file folders for each year to maintain accounting documentation. The folders should be stored at the church preferably in a central fire-resistant cabinet.

Use the folders to store bills, giving envelopes, correspondence, and bank records. At a minimum maintain a file folder for each year as follows:

20xx Bank Statements: include monthly bank statements in reverse chronological order. Attach the appropriate deposit slips to the reconciled bank statements.

20xx – Giving Envelopes: group the envelopes by date and place them in the folder in reverse chronological order. It may serve you to use pocket folders or make some of your own.


20xx – Billing Statements: use this folder to store billing receipts.

20xx – Financial Reports: use this folder to store monthly and annual church reports in reverse chronological order.

4.00 CASH DISBURSEMENTS

4.10 Policies

At least two (2) deacons/deaconesses will be authorized to sign checks. Only one (1) signature will be required on checks.

The Church Secretary will maintain the accounts payable system. Prior to payment, the Church Secretary will code each bill, determine if funds are available to make the payment, organize the documentation, and obtain authorization to make the payment.

4.20 Procedures

4.21 Capital Acquisitions

Capital acquisitions over $200 such as computers, a/v equipment or furniture must be approved by majority vote of the membership before items are ordered in order to assess adequate cash flow, budget, and competitive pricing.

Any capital acquisition associated with the building fund must be approved by majority vote of the membership.

4.22 Payment Procedures for Bills and Reimbursements

Mail is received and opened by the deacons and the pastor and given to the Church Secretary. The Church Secretary should route copies of all bills to the chairperson of the board/auxiliaries who initiated or is responsible for the expense (ie Trustee Chairperson) to obtain approval before paying the bill. The Board chairperson should work with their respective board treasurer and board secretary to approve & record in their records all bills presented for payment.

Approval steps include:Verification of amount billed with goods/services received. Ensure that all items on the statement were received, completed, and priced correctly.

Verification of adequate funds to cover the amount billed. If there aren’t enough funds to make the payment, schedule a meeting with the Board and the pastor to determine next steps.


Currently, the Church Secretary pays bills once a week (on Sunday). The Church Secretary writes and records the checks in the check register, records the check number, amount and date of payment on the billing statement receipt, and mails the payment. The Church Secretary files all statements and reimbursements (with appropriate receipts/documentation) alphabetically by vendor and records the payment information in the manual accounting record books.4.23 Credit Cards

Use of credit cards by Board chairpersons (or designees) should be authorized by the Finance Board. Board chairpersons who use the credit cards will keep receipts of all expenses occurring on the credit card. The Board chairpersons will date, sign, and submit credit card receipts to the Church Secretary as the charges are incurred. The Church Secretary will dispute charges on the invoice with no matching signed receipt. No personal charges will be allowed on the credit cards.

Credit cards obtained without the approval of the Finance Board will not be honored. Any member (former member or non-member) of the church obtaining credit in the name of the church without the approval of the Finance Board will be dealt with legally.

5.00 CASH RECEIPTS

5.10 Policies

In our church most offerings collected are raised for a specific purpose. The offerings raised on the 1st and 3rd Sundays of the month are for the pastor. The offerings raised on the 2nd Sunday are for the Trustee. The offerings raised on the 4th Sunday are split between the pastor and Finance. The offering raised on Friday night is for the pastor. Money raised during the midweek service (Bible Study) is for the Trustee. Offerings raised on the 5th

Sunday are appropriated according to the directions of the General Church in the Annual Convention.

It is important that individual giving/donation records are accurately maintained and that the money received be applied in the accounting records for the designated purpose in a timely fashion.

Money should be in view of at least two (2) people. A bank deposit slip should be prepared as soon as possible once the offerings are counted and recorded each Sunday. Money should be locked in a safe, filing cabinet, or drawer until it is given to the treasurer for deposit. The bank deposit should be taken to the bank on Monday morning.

Money collected during the week should not remain in someone’s home past the following Sunday.

5.20 Procedures


At least two (2) people should receive and count public offerings in the presence of the congregation. The Church Secretary should be present at the offering table to record individual donation information in the absence of individual offering envelopes and the total amount received.

If individual offering envelopes are used, the written amount should be matched against the contents of the envelope. The contents should be removed and counted with the loose cash and checks.

Once all the money is counted, it should be placed in an offering pan or in a separate envelope containing the date, amount, and purpose of the offering. The envelope containing the money along with the individual giving envelopes should be given to the Finance Board Chairperson.

At the end of the service the Finance Board Chairperson and treasurer should meet with the Church Secretary. The Finance Board Chairperson and the treasurer should recount the money then complete and sign the Count Summary Form.

The Church Secretary should verify the recorded information obtained at the offering table with the giving envelopes and the Count Summary Form.

The Church Secretary should prepare the bank deposit using the Count Summary Form. Endorse all checks “for deposit only” and complete the deposit ticket. Place the money and the deposit ticket in the money pouch and make the deposit no later than Monday morning.

The Church Secretary should file the deposit receipt, giving envelopes, count summary form, and any other information used for the deposit in the appropriate monthly bank records folder.

Note: use the manual records to update the automated financial system when it comes online.

6.00 BANK RECONCILIATION

6.10 Policies

The church has one (1) checking account with 5th/3rd bank.

The bank statement is forwarded to the Church Secretary.

The bank statements are to be reconciled on a monthly basis.

Note: Currently, the bank statement is mailed to the Trustee Chairman’s home address. Once we move into the new church, the statement should be mailed to the church address.

6.20 Procedures


Upon receiving the bank statement, the Church Secretary should reconcile the statement with the check register, deposit receipts, and our manual accounting records.

Post entries for items on the bank statement (and checkbook register) that are not already recorded in our accounting records. These reconciling items may include: interest earned, service charges, NSF check fees, check orders paid, and other fees charged by the bank.

Study all of the data to identify deposits in transit, outstanding checks, and so forth. Verify that all check numbers are accounted for in the checkbook register and accounting records.

File the reconciled bank statement with the appropriate deposit receipts in the appropriate file folder.

7.00 END OF MONTH ACCOUNTING PROCEDURES

7.10 Policies

The chairperson, treasurer, and secretary of each Board should meet to prepare a monthly financial statement based on their records. The report should be given to the Church Secretary prior to the monthly Council Meeting.

The Church Secretary should compare the reports to the financial data listed in the manual accounting records and reconcile any differences with the Board administrators.

7.20 Procedures

Board secretaries will provide the Church Secretary with a monthly report that outlines the monies received and paid out.

The Church Secretary will reconcile the Board reports with the accounting records and prepare a consolidated monthly financial report.

The Church Secretary will distribute the consolidated monthly financial report at the Council meeting (or by the 1st Sunday of the month). The secretary should be prepared to distribute the report in the absence of reconciliation with the Board secretaries.

8.00 END OF YEAR ACCOUNTING PROCEDURES

8.10 Policies

The Church Secretary prepares the year-end financial statements.

8.20 Procedures11


Summarize the data in the monthly financial reports (September 1 of the previous year to August 31st of the current year) to complete the Annual Church Report for the Annual Convention.

Prepare individual Statements of Contributions after distributing December’s monthly report. Distribute the statements by January 15.

The chairman of the Trustee Board will supervise and/or conduct an internal audit of the accounting procedures/records and report back to the church regarding any comments and recommendations.

The results of the audit will be available on request to any member of the church.

9.00 INVESTMENTS

9.10 Policies

Cash not needed for immediate working capital can be transferred to an interest bearing savings account. New Hope will try to keep at least $100.00 reserved in our checking account.

Our financial institution insures accounts up to $100,000.00.

We do NOT “play the stock market”. Any stock gifts received will be immediately sold.

9.20 Procedures

New Hope maintains its cash balances in a checking account.

The Finance Chairperson can transfer surplus cash in the finance fund to an interest bearing savings account or a certificate of deposit with the approval vote of the church membership.

If additional savings accounts are opened – update this manual to reflect the addition.

10.00DEBT

10.10Policies

Approval by vote of the membership is required to incur any debt other than operating payables.

Any loan covenants and restrictions will be reported to the membership when the debt is authorized.


10.20 Procedures

The Trustee Chairperson and the Finance Chairperson will sign any debt agreements after receiving full membership approval.

The Church Secretary will maintain Excel spreadsheets showing payments and balances. Copies of the spreadsheets will be provided to the membership on a monthly basis.

Additional principal payments can be made with the approval of the church membership.

11.00RESERVES AND DESIGNATED GIFTS

11.10 Policies

New Hope will build and maintain an operating reserve to assist in maintaining financial stability.

New Hope allows designated gifts from the congregation for specific purposes (i.e. building fund, mission, YPI etc.). The Finance Board may designate transfers of money from the finance treasure for specific purposes when approved by the membership.

11.20 Procedures

During the initial business meeting of the convention year, the Finance Chairperson can suggest a target amount for the operating reserve. If the membership is in agreement, plans for acquiring the reserve should be discussed and developed.

Designated gifts received from the congregation are recorded in the manual accounting records in separate funds from the finance fund. Disbursements from these funds will be in alignment with the intent of the designated fund, unless an urgent financial need precludes that. If an urgent need arises, the gift should be recorded in the correct fund and a transfer transaction recorded to move the money to the fund with the urgent need.

Transfers of money due to an urgent need should be discussed with the pastor and both the Trustee and Finance Chairpersons prior to the transfer.

12.00INTERNAL CONTROLS

12.10 Policies

Review of internal controls is one of the most important procedures necessary to fulfill the fiduciary responsibilities of New Hope.


The Finance Board along with the Trustee Chairperson should consult to establish internal controls pertaining to the accounting records.

The annual audit of the financial records should include a review of current internal controls in place.

12.20 Procedures

Whenever there is a change in administrative personnel or a change in the operating structure of New Hope, the Finance Board along with the Trustee Chairperson will meet to determine that the internal control system continues to meet the needs of our church. If appropriate, the changes will be reflected in this accounting procedures manual.

Ideally, there should be segregation of duties within the accounting cycle. The person responsible for cash disbursements should not be involved with cash received, signing checks, transferring money or establishing cash accounts or investments. Currently, we don’t have enough members to segregate the duties as recommended. Therefore, we have to be cautious to avoid errors and any hint of wrong doings when it comes to our finances.

New Hope relies on the Finance Chairperson and the Church Secretary for most of the accounting needs. The Church Secretary must make sure that all donations, gifts, and disbursements are recorded accurately and in a timely fashion.

13.00Miscellaneous Accounting Information

13.10 ID Numbers

New Hope has one (1) checking account with 5th 3rd Bank. The Trustee Chairperson, Finance Chairperson, and Church Secretary have the account number.

The Church Secretary and the assistant Church Secretary have our federal EIN number. Additionally, the application paper work is on file at the church.

13.20 Physical Control

The Finance Chairperson has physical possession of the church checkbook. The monthly checking account statement is mailed to the Trustee Chairperson.

The Church Secretary has possession of the manual accounting books. When we move to the new church the accounting books will reside in the church office. The assistant Church Secretary maintains a separate record of monies received in her possession.

A copy of all accounting reports are maintained in a notebook at the Pastor’s house which is where we are currently worshiping.


14.00 COMPUTER ACCESS AND BACKUP

14.10 Policies

The accounting computer and software will have access controlled by passwords. The Church Secretary will be given an administrative password and will control which other members are given passwords. The Finance and Trustee Chairpersons will be aware of the administrative password.

The files on the accounting computer will be backed on a regular basis.

14.20 Procedures

14.21 Passwords

The Church Secretary will maintain a record of all authorized users and the level of password access each user has. Passwords will be changed once each year in October/November after the church is reorganized.

14.22 Backup

The backup procedures are designed to minimize loss of data due to failure of or damage to the accounting computer and/or the backup media.

A weekly backup will be maintained of the accounting data for each week, as of Saturday evening until that week is backed up the subsequent year.

A copy of all backups will be kept in a safe in the office. A copy of the weekly backup will be taken home by the Finance Secretary for off-site storage. The Church Secretary, Finance Secretary, and Trustee Chairperson will have keys to the safe.

The Church Secretary will ensure that the appropriate backups are made at the end of each week.

Two (2) portable hard drives (Drive A, Drive B) will be used to backup the files on the accounting computer each week. Two (2) zip drives (Zip drive 1, Zip drive 2) will be used to backup the files on the portable hard drives.

Drive A will be used for the weekly backups in the odd months (January, March, May, July, September, November). Drive B will be used for the weekly backups in the even months (February, April, June, August, October, December).

Zip drive 1 will be used to backup both Drive A and Drive B. Zip drive 2 will be used to backup Zip drive 1 for off-site storage.


Initial Setup:

1. Create a directory on both Drive A and Drive B for the year – example: 2010-backups

2. Create 6 monthly directories on Drive A under the year directory created in step 1 with the names of the odd months – January, March, May, July, September, and November

3. Create 6 monthly directories on Drive B under the year directory created in step 1 with the names of the even months – February, April, June, August, October, and December

4. Create a directory on both Zip drive 1 and Zip drive 2 for the year – example: 2010-backup-copy

5. Create 12 directories for each month of the year on both Zip drive 1 and Zip drive 2 under the year directory created in step 4 – example: January, February, March, April, May, June, July, August, September, October, November, December

Weekly Backup Process:

Preparation – retrieve the appropriate portable hard drive – Drive A if it’s an odd month and Drive B if it’s an even month. Retrieve both Zip drives – Zip drive 1 from the office safe and Zip drive 2 from the Finance Secretary (unless this is the initial backup).

1. Create a directory under the appropriate month for the week you are backing up. For example: If you are backing up the first week in January 2010, use Drive A and navigate to the 2010-backups directory, then to the January directory. If you are backing up the first week in February 2010, use Drive B and navigate to the 2010-backups directory, then to the February directory.

2. Create a directory with the appropriate week ending date. For example: Week-ending-1-2-2010 on Drive A or Week-ending-2-6-2010 on Drive B.

3. Copy the appropriate files from the accounting computer to week ending directory created in step 2 on Drive A if it’s an odd month or Drive B if it’s an even month.

4. Navigate to the appropriate year directory and then to the appropriate month directory on Zip drive 1.

5. Navigate to the appropriate month directory on either Drive A (if it’s an odd month) or Drive B (if it’s an even month).

6. Copy the appropriate month directory from either Drive A or Drive B to the corresponding month directory on Zip drive 1.

7. Navigate to the appropriate year directory and then to the appropriate month directory on Zip drive 2.


8. Copy the appropriate month directory from Zip drive 1 to the corresponding month directory on Zip drive 2.

9. Place Zip drive 1, Drive A, and/or Drive B in the office safe.

10.Give Zip drive 2 to the Finance Secretary for off-site-storage.

15.00 ACCESS TO RECORDS AND RECORD RETENTION

15.10 Policies

Our records are generally open to public inspection due to IRS rules, open records laws, and the spirit of public service. However, certain information is not open to public examination and may only be released with the permission of the Pastor. Questions in this area are to be resolved by the Pastor.

Record retention is governed by various rules, statutes of limitations, and common sense. Certain documents must be retained indefinitely, while others may have little use after a year.

Financial statements and other financial information is regularly distributed to the membership.

15.20 Procedures

15.21 Records Retention

A schedule of record retention follows. Any discarding of records should follow this schedule. However, prior to discarding of records, the permission of the Finance Chairperson and the Church Secretary are required to ensure that they have no reason that an exception should be made to the policy. All discarded documents are to be shredded.

For tax purposes, records should be maintained until the expiration of the statute of limitations. Generally, that period expires three years after the later of the due date of the return or the date filed. While there are a few exceptions to this rule, the three-year period normally should be adequate.

For non-tax purposes, records should be maintained only as long as they serve a business purpose or until all legal requirements are met. Unfortunately, there are not specific standards that will cover all situations. The following are some of the factors that should be considered:


Federal, state, and local statutes and regulationsIndustry requirements or standardsPotential claims or litigationContract requirements

RECORD RETENTION SCHEDULE

Type of Retention Period Record (Years)

Accident reports & claims.........7*Appraisals.................................PArticles of incorporation, by laws PAssets records...........................7*Bank statements, reconciliations 4Baptismal Records....................4Cancelled checks – general.......4**Charts of accounts....................PCompleted Check Registers......4Contracts & agreements...........7*Contribution Statements...........7Correspondence........................4***Credit memos............................4Damage and theft reports.........7Deeds........................................PDeposit slips..............................4Financial reports Annual.....................................P Monthly, Quarterly..................4 Elder’s Official Visit.................4 Sisters of Charity Report.........4 Sunday School Convention Report 4Freight bills, bills of lading........4Insurance policies & records.....4

Inventory records......................4Invoices Fixed assets............................7 General expenses...................4IRS records................................4Leases......................................7*Ledgers & journals Cash receipts & disbursements............P General ledger, journal entries.............P Purchases & sales..................7 Subsidiary ledgers (receivables, payables, etc.).....................7Licenses...................................4*Inventory records......................4Marriage records......................PMembership information..........PMinute books...........................PMortgages................................7*Notes.......................................7*Petty cash records...................4Purchase orders, invoices........4Receiving reports.....................4Repair & maintenance records 4Resolutions..............................PSales records & cash register tapes.......4

P means records should be kept permanently

* Retention period begins with settlement of claims, disposal of asset, termination of contract, etc.

** Some should be kept longer, e.g. checks for asset acquisitions should be kept with bill of sale, etc.


*** Legal and important correspondence should be kept as long as the documents to which they are related.


16.00 MAINTENANCE OF ACCOUNTING POLICIES AND PROCEDURES MANUAL

16.10 Policies

The accounting policies and procedures manual is important to our accounting function.

The Finance Chairperson is responsible for maintaining the manual.

All proposed changes must be approved by the by vote of the membership.

The policies and procedure manual will be dated with the date of each approved revision.

16.20 Procedures

Periodically the Finance Chairperson will review the manual and formulate proposed changes.

Whenever changes to the accounting procedures are made, a review of the accounting policies and procedures manual will be made at the next business meeting to determine if a revision is required. Minor revisions to the manual, which are not reflected in the manual immediately, should be kept on file to incorporate into the formal update.

The revised manual will be distributed to all Board administrators.

17.00 PROPERTIES AND EQUIPMENT INVENTORY

17.10 Policies

An inventory of all property and equipment will be maintained. The inventory document will contain sufficient information for insurance requirements.

17.20 Procedures

The Trustee Chairperson and/or his designee will make a video of all property and equipment owned by New Hope. This will serve as the inventory document. This video should be kept in a safe deposit box. Once a year, a new video will be made in order to include new equipment purchases from the current year.

15

Appendix A

Sample Church ReportsMonthly Church Report

Elder’s Official Visit ReportAnnual Sisters of Charity Report

Sunday School Annual ReportChurch Annual Report

Statement of Contribution

16

17

18

19

20

21

22

23

24

25

Appendix B

Manual Record Book PagesMonthly Receipts Form

Disbursements FormCouncil Meeting Dues Form

Individual Contributions Form

26

Monthly Receipts

27

Monthly Receipts

Instructions:

Use this form to record all monies received for a given month.

Initial Setup:

- Enter the Month and Year at the top of the form

- Add the date to each of the Sunday cells on the form. For example –

1st

Sunday2/7

Normal Data Entry:

- For Sunday collections, enter the total amount of money received for each fund under the corresponding Sunday

- Enter the date, amount, and purpose of monies received outside of the Sunday collections under the Weekly Offerings column

- If you receive money on a Sunday for a purpose not listed on the form, enter the date, amount, and purpose of the money received under the Weekly Offerings column.

End of Month:

- Enter the date that you closed the month to prepare the Monthly Report

28

Disbursements

29

Disbursements

Instructions

Use this form to record all expenses and/or disbursements.

Enter the date, check number (if applicable), detailed description of the disbursement, amount, and the fund associated with the disbursement.

At the end of the month, use the Check Mark column to indicate that the entry has been posted on the Monthly Report.

30

Council Meeting Dues

31

Council Meeting Dues

Instructions

Use this form to record Council Meeting dues and Church Expansion for each member.

The spreadsheet has formulas in the Total columns and rows.

The column totals denote how much money was received in the corresponding month.

The row totals denote how much money was paid by each individual.

Initial Setup:

- Enter the names of the members paying Council Meeting Dues in the Name column

Normal Data Entry:

- Enter the date of the Council Meeting in the corresponding month column

- Enter the amount paid in the corresponding month column and member name row

32

Individual Contributions

33

Individual Contributions

Instructions

Use this form to record money given by individuals – tithes, offerings, cash donations.

This form will be used to prepare the Annual Statements of Contributions.

Initial Setup:

- Enter the name and contact information for each contributor.

- If pre-assigned giving envelope numbers are used, enter the assigned number

- If the contributor is a member, enter the date the individual joined the church

- Write the year at the top left hand corner of the table grid.

Normal Data Entry:

- Enter the day the contribution was received in the corresponding month row. For example, if $20.00 was received on January 4 , enter 4 in the first empty small cell in the January row and 20.00 in the adjacent larger cell.

- Note each month cell can hold six (6) dates with corresponding amounts

34

Appendix C

Report Assembly Guidelines

35

Assembly Guidelines

Initial Preparation:

Determine the reporting period – typically we close the month at the physical end of the month – January 31, February 28, March 31. Therefore a typical reporting period could begin on January 1 and end January 31.

Use the Monthly Receipt Forms and the Disbursements Forms within the reporting period to prepare this report.

Obtain a copy of the last month’s Monthly Report. You will need it to obtain the Balance Brought Forward amounts for this report.

Review the entries on the Disbursements Form that fall within the reporting period. Review the entries on the Monthly Receipt Forms that fall within the reporting period.

Locate the Monthly Report spreadsheet template on the accounting computer.

Suggestion: Use scrap paper to prepare the computations for the report before entering the data in the spreadsheet.

Compute “Total Raised” - Use the Monthly Receipt Form(s):

For each Fund,

1. Add all the Sunday amount cells (1st Sunday, 2nd Sunday…) within the reporting period for the fund

2. Review the Weekly Offering column and add any monies received within the reporting period for the fund to the total amount obtained in step 1.

3. If computing the Total Raised for the Finance Fund,

a. Review the Council Meeting Form, total any monies received within the reporting period.

b. Add the Council Meeting total amount to the Sunday amounts obtained in step 1.

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Compute “Total Paid Out” – Use the Disbursements Form(s):

For each Fund,

1. Locate the disbursement entries that fall within the reporting period for the fund.

2. Add the disbursement amounts.

Create “Paid Out Details” List – Use the Disbursements Form(s):

For each Fund,

1. Locate the disbursement entries that fall within the reporting period for the fund.

2. List each disbursement amount with a short description

3. Place a check mark in the Check Mark column on the Disbursements Form to indicate that the entry has been used in the Monthly Report.

Complete the Monthly Report Spreadsheet sections:

Spreadsheet Heading

Date – enter the report period ending date

Finance Use the Total Raised, Total Paid Out, and Paid Out Details assembled from the “Compute” and “Create” instructions above.

Balance Brought Forward – the amount shown as “Balance” for Finance in last month’s Monthly Report

Total Raised – Sum of the monies received within the reporting period including council meeting dues – enter the “Total Raised” calculated in the Compute Total Raised instructions above.

Total Paid Out – Sum of the monies disbursed within the reporting period – enter the “Total Paid Out” calculated in the Compute Total Paid Out instructions above.

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Paid Out Details area – List each disbursement entry identified in the Create Paid Out Details List instructions above. Note: this field is not labeled on the report – the disbursements list without a column or row label.

Balance – calculated total of Balance Brought Forward plus (+) Total Raised minus (-) Total Paid out. No entry required – spreadsheet contains the formula.

Trustee Use the Total Raised, Total Paid Out, and Paid Out Details assembled from the “Compute” and “Create” instructions above.

Balance Brought Forward – the amount shown as “Balance” for the Trustee in last month’s Monthly Report

Total Raised – Sum of the monies received within the reporting period – enter the “Total Raised” calculated in the Compute Total Raised instructions above.


Paid Out Details area – List each disbursement entry assembled in the Create Paid Out Details List instructions above. Note: this field is not labeled on the report – the disbursements list without a column or row label.


Sunday School Use the Total Raised, Total Paid Out, and Paid Out Details assembled from the “Compute” and “Create” instructions above.

Balance Brought Forward – the amount shown as “Balance” for the Sunday School in last month’s Monthly Report





Foreign Mission Use the Total Raised and Total Paid Out assembled from the

“Compute” instructions above. There will only be a disbursement detail when the Foreign Mission money is given to the Elder.

Balance Brought Forward – the amount shown as “Balance” for Foreign Mission in last month’s Monthly Report




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Mission Use the Total Raised, Total Paid Out, and Paid Out Details assembled from the “Compute” and “Create” instructions above.

Balance Brought Forward – the amount shown as “Balance” for the Mission in last month’s Monthly Report





HYPU Use the Total Raised, Total Paid Out, and Paid Out Details assembled from the “Compute” and “Create” instructions above.

Balance Brought Forward – the amount shown as “Balance” for the HYPU in last month’s Monthly Report





YPI Use the Total Raised, Total Paid Out, and Paid Out Details assembled from the “Compute” and “Create” instructions above.

Balance Brought Forward – the amount shown as “Balance” for the YPI in last month’s Monthly Report





Council Meeting This month (added to Finance Total) – Enter the total amount of Council Meeting dues calculated in the 3rd step of the Compute Total Raised instructions above. Note: This field appears below the YPI band but doesn’t really have anything to do with the YPI. I needed it to fit in the print area of the spreadsheet – no room for a different header

39

Assembly Guidelines


Determine the reporting period – use financial data since the last Elder’s Visit and decide on a cutoff date for this visit – the cutoff date should be the date of the last Monthly Report created (see the suggestion below). The beginning date should be the beginning date of the first Monthly Report since the last Elder’s Visit.

For example: The last Elder’s Visit included data from the Monthly Reports for June, 2009, July 2009, and August 2009. If the elder meets us on January 5, 2010, we will use the Monthly Reports for September, 2009, October 2009, November 2009, and December 2009. The reporting period will be 9-1-2009 through December 31, 2009.

Obtain copies of the Monthly Reports that cover the reporting period. You will use them to compute totals on this report. Obtain a copy of the last Elder’s Official Visit Report. You will use it to determine the balances brought forward*** on this report.

Enter the reporting period dates in the footer of the form.

When you complete this report review it with the Pastor and Board Chairpersons before the Elder’s Official Visit.

*** The Balances for each fund on the previous Elder’s Official Visit Report should match the Balances Brought Forward on the 1st Monthly Report in this reporting period.

Suggestion: Use the Monthly Reports since the last visit to complete this report. It will be simpler and less chance of error if you use the data in the monthly reports only.

40

Complete the top of the form:

Check the appropriate visit box. Enter the church name (“Of”), address (“at”), and the date of the meeting (“on this, the”).

Complete the other sections of the form:

Questions Asked By the Ruling ElderReview these questions with the pastor and obtain his/her approval of the responses.

Saved – number of individuals that have been saved since the last Elder’s Visit Sanctified – number of individual that have been sanctified since the last Elder’s Visit Baptized with the Holy Ghost – number of individuals that have received the Holy Ghost

since the last Elder’s Visit Joined the Church – number of individuals that have joined the church since the last

Elder’s Visit Excluded – number of members that have been voted out of the church or dropped from

the roll since the last Elder’s Visit Present Membership – current number of members not including the pastor Baptized with Water – number of individuals that were water baptized since the last

Elder’s Visit Number of Ordained Ministers – current number of members called to the ministry that

are regularly ordained excluding the pastor Number of Local Ministers – current number of members called to the ministry that are

local licensed Attendance of Weekly Meetings – Excellent, Good, Fair, Poor, N/A Ministers Attend All Services – Yes, No, N/A How often is the Discipline read to the Members – Monthly, Weekly, Never Have you had your monthly examinations – Yes, No Did all characters pass – Yes, No Any changes – Yes, No Any Complaints – Yes, No Are the members doing their duty – Yes, No Are the deacons doing their duty – Yes, No Is the Finance Committee doing its duty – Yes, No Is the Pastor doing his/her duty – Yes, No Does the Finance Committee agree – Yes, No

Finance Committee Report Use the information listed in the Finance Section of the Monthly Reports in the reporting period to complete this section of the Elder’s Official Visit Report.

Balance Brought Forward – the amount shown in the “Balance in treasury” field from the previous Elder’s Official Visit report for Finance

We have raised for financial purposes this visit – Sum of the “Total Raised” amounts shown on the Monthly Reports in this reporting period.

Total to the Bishop – review the Paid Out details on the Monthly Reports for this reporting period. If you find an entry for the Bishop – use that amount

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Total to the Pastor – Sum of the amounts listed for the Pastor in the Paid Out details on the Monthly Reports for this reporting period.

Total to the District President – Review the Paid Out details on the Monthly Reports for this reporting period. If you find an entry for the District President – use that amount

Evangelists – Sum all amounts given for speakers in the Paid Out details on the Monthly Reports for this reporting period.

For the less Fortunate – Skip For Educational Purposes – Skip – all educational expenses are paid from the Sunday

School For General Purposes – Total of all 5th Sunday money listed in the Paid Out details on

the Monthly Reports in this reporting period. Other Donations - Total of all other Paid Out details not listed above on the Monthly

Reports in this reporting period Total Amount Paid Out – Sum of the ”Total Paid Out” amounts shown on the Monthly

Reports in this reporting period. Balance in treasury – Amount shown as “Balance” on the last Monthly Report for

Finance. Donating to the Elder – Amount voted on by the membership for the elder Chairperson – Name of the individual selected as Chairperson of the Finance in the

Church Reorganization Meeting. Treasurer – Name of the individual selected as Treasurer of Finance in the Church

Reorganization Meeting Secretary – Name of the individual selected as Secretary of Finance in the Church

Reorganization Meeting.

Trustee Board ReportUse the information listed in the Trustee Section of the Monthly Reports in

the reporting period to complete this section of the Elder’s Official Visit Report.

Are the Trustees doing their duty – Yes, No How often does the board meet – Monthly, Weekly, Quarterly, Annually, When Needed Does the Pastor meet with the Board – Yes, No If not, why – Enter an explanation if necessary Does the Board agree – Yes, No Balance brought forward - the amount shown in the “Balance in treasury” field from the

previous Elder’s Official Visit report for the Trustee What has been raised altogether this visit - Sum of the “Total Raised” amounts shown

on the Monthly Reports in this reporting period. What has been paid out on church land – review the Paid Out details on all the Monthly

Reports in this reporting period. Total any expenses that fall in the category of church land.

On church building – review the Paid Out details on all the Monthly Reports in this reporting period. Total any expenses that fall in the category of church building including the mortgage payments.

For church furniture - review the Paid Out details on all the Monthly Reports in this reporting period. Total any expenses that fall in the category of church furniture

For rent on the meeting house – Skip – we aren’t renting For current expenses – review the Paid Out details on all the Monthly Reports in the

reporting period. Total all expenses related to utility bills – sanitation – water – telephone – sewer – gas – electric, security fees, any operating expenses associated with the physical property.

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For other donations - Total of all other Paid Out details not listed above on the Monthly Reports in this reporting period

Total Amount Paid Out - Sum of the ”Total Paid Out” amounts shown on the Monthly Reports in this reporting period

Balance in treasury - Amount shown as “Balance” on the last Monthly Report for Trustee Present Indebtedness – Outstanding balance of notes payable associated with church

property – mortgage – equipment loans Value of Church Property – Property Deed value plus estimated value of church

contents Amount of Insurance - Amount of property insurance What are the Trustees donating to the Elder - Amount voted on by the membership for

the elder Chairperson - Name of the individual selected as Chairperson of the Trustee in the

Church Reorganization Meeting. Treasurer - Name of the individual selected as Treasurer of the Trustee in the Church

Reorganization Meeting Secretary - Name of the individual selected as Secretary of the Trustee in the Church

Reorganization Meeting.

Sunday School Report Use the information listed in the Sunday School Section of the Monthly Reports in the reporting period to complete this section of the Elder’s Official Visit Report. Review this information with the Superintendent for approval.

Number of Teachers – Number of individual selected and trained to teach classes Number of classes – average number of classes Number of scholars – average number of students Do the ministers attend Sunday School – Yes, No, Some If not, why – enter an explanation if necessary Balance brought forward - the amount shown in the “Balance in treasury” field from the

previous Elder’s Official Visit report for the Sunday School What has been raised in the main treasury - Sum of the “Total Raised” amounts shown

on the Monthly Reports in this reporting period What has been paid out for literature - review the Paid Out details on all the Monthly

Reports in the reporting period. Total all expenses related to Sunday School literature For song books and other supplies - review the Paid Out details on all the Monthly

Reports in the reporting period. Total all expenses related to song books and other educational materials

For charitable purposes - skip Total paid out - Sum of the ”Total Paid Out” amounts shown on the Monthly Reports in

this reporting period Balance in treasury - Amount shown as “Balance” on the last Monthly Report for the

Sunday School Given to the delegate for expense to the convention – skip – we don’t give the

delegate any money What was donated to the Sunday School Convention - review the Paid Out details on

all the Monthly Reports in the reporting period. If you find an entry for the Sunday School Convention report, enter that amount

Other donations - Total of all other Paid Out details not listed above on the Monthly Reports in this reporting period

Donating to the Elder - Amount voted on by the membership for the elder

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Superintendent - Name of the individual selected as Superintendent in the Sunday School Reorganization Meeting

Treasurer – Name of the individual selected as Treasurer in the Sunday School Reorganization Meeting.

Secretary – Name of the individual selected as Secretary in the Sunday School Reorganization Meeting.

Sisters of Charity ReportUse the information listed in the Mission Section of the Monthly Reports in


Are the Missions properly organized – Yes, No Is the Jr. Mission properly organized – Yes, No Do all sisters take an active part in the mission work – Yes, No Does the Pastor – Yes, No Balance brought forward - the amount shown in the “What is your balance” field from the

previous Elder’s Official Visit report for the Sisters of Charity Report What have you raised in your Home Treasury - Sum of the “Total Raised” amounts

shown on the Monthly Reports in this reporting period What have you paid out - Sum of the ”Total Paid Out” amounts shown on the Monthly

Reports in this reporting period What is your balance - Amount shown as “Balance” on the last Monthly Report for the

Mission What have you raised in your Convention Treasury – skip, we don’t have one What are you donating to the Elder - Amount voted on by the membership for the elder President – Name of the individual selected as President in the Mission Reorganization

Meeting Treasurer – Name of the individual selected as Treasurer in the Mission Reorganization

Meeting Secretary – Name of the individual selected as Secretary in the Mission Reorganization

Meeting

Holiness Young People’s Union ReportUse the information listed in the HYPU Section of the Monthly Reports in


Give the nature of your work – Explain the general nature of activities or Not Active How often do you meet – Monthly, Bi-monthly, Weekly, N/A if the HYPU is not active Balance brought forward - the amount shown in the “Balance in treasury” field from the

previous Elder’s Official Visit report for the Holiness Young People’s Union Report What have you raised - Sum of the “Total Raised” amounts shown on the Monthly

Reports in this reporting period What have you paid out - Sum of the ”Total Paid Out” amounts shown on the Monthly

Reports in this reporting period Balance in treasury - Amount shown as “Balance” on the last Monthly Report for the

HYPU Donating to the Elder - Amount voted on by the membership for the elder President - Name of the individual selected as President in the Sunday School

Reorganization Meeting

44

Treasurer – Name of the individual selected as Treasurer in the Sunday School Reorganization Meeting

Secretary – Name of the individual selected as Secretary in the Sunday School Reorganization Meeting

Young People’s Institute ReportUse the information listed in the YPI Section of the Monthly Reports in


Give the nature of your work - Explain the general nature of activities or Not Active How often do you meet - Monthly, Bi-monthly, Weekly, N/A if the YPI is not active Balance brought forward - the amount shown in the “Balance in treasury” field from the

previous Elder’s Official Visit report for the Young People’s Institute Report What have you raised - Sum of the “Total Raised” amounts shown on the Monthly

Reports in this reporting period What have you paid out - Sum of the ”Total Paid Out” amounts shown on the Monthly

Reports in this reporting period Balance in treasury - Amount shown as “Balance” on the last Monthly Report for the YPI Donating to the Elder - Amount voted on by the membership for the elder President - Name of the individual selected as President in the Church Reorganization

Meeting Treasurer - Name of the individual selected as Treasurer in the Church Reorganization

Meeting Secretary - Name of the individual selected as Secretary in the Church Reorganization

Meeting

Financial Reports Pastor’s and all other reports may follow – enter the names and report amounts for the

Pastor, Deacons/Deaconesses, Ministers. List the freewill offering and any additional donations.

Total Given to the Elder – enter the total amount given to the elder Total Given for Foreign Mission – enter the amount turned over to the elder, which

corresponds to the Foreign Mission Balance shown on the last Monthly Report used in this reporting period.

Total Given for General Days – Total amount of 5th Sunday money mailed to the elder for General Days occurring in this reporting period.

Total Given in Pastor’s Offering – enter the amount of money raised for the pastor at the Official Visit service.

Additional Remarks

If this is the Elder’s 3rd Official Visit,Add remarks at the bottom of the form to express the church’s desire to have the pastor, elder, and district workers returned for another year’s work.

45

Assembly Guidelines


The reporting period for this report is May 1 of the previous year through April 31 of the current year.

Obtain copies of the Monthly Reports that cover the reporting period. You will use information in the Mission section of the Monthly Reports to compute totals on this report.


When you complete this report review it with the Pastor and the President of the Sisters of Charity.


Enter the church name (“Of”), the location of the Sisters of Charity Convention, and the date of the convention (“on this, the”).

Enter a brief testimony at the “Testify” field. For example: We are saved, sanctified, and have the Holy Ghost. Please pray for us.


Greetings to AllConsult with the Mission President and Mission Secretary to get informationfrom their records concerning the non-cash donations.

Testify – enter a brief testimony i.e. – We are saved, sanctified, and have the Holy Ghost. Please pray for us.

Our Sisters of Charity is in ____ condition – fill in the blank with Excellent, Good, Fair, or Poor

Our average attendance is – enter the average number of individuals that attend our mission meetings.

We have made ______ visits to the sick – fill in the blank with the number of sick visits made during the convention year.

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Given to the less fortunate – review the Monthly Reports looking for items paid out in the Mission that fit this category, Enter the total of all paid out entries for this category.

We have given _________ clothes – fill in the blank with the number of bags given and the text “bags of” i.e. – 5 bags of

_______ shoes – fill in the blank with the number of pairs of shoes or the number of bags of shoes and the corresponding text – i.e. – “2 pairs of” or “2 bags of”

_______ finances – Review the Monthly Reports looking for items paid out in the Mission for charitable purposes. Enter the total of all paid out entries for charitable purposes.

________ lbs. of food – fill in the blank with the number of pounds of food given for the convention year.

The pastor has addressed the Mission _____ times – fill in the blank with the number of times the Pastor addressed the Mission during the convention year.

Money Raised

We have raised in the home treasury – Sum the “Total Raised” amounts shown in the Monthly Reports in this reporting period.

We have raised in the convention treasury – enter 0. We do not have a convention treasury.

Total Amount Raised – copy the “home treasury” total that you entered for the first field in this section of the report

Paid Out As Follows

To the Bishop – Review the Monthly Reports looking for paid out items to the Bishop. Enter the total of all paid out entries for the Bishop.

To the Elder – Review the Monthly Reports looking for paid out items to the Elder. Enter the total of all paid out entries for the Elder.

To the Pastor – Review the Monthly Reports looking for paid out items to the Pastor. Enter the total of all paid out entries for the Pastor.

To the District President – Enter 0. We disburse the District President money from the Finance Treasure.

To the Church – Review the Monthly Reports looking for paid out items for the Church’s use. Enter the total of all paid out entries for the Church.

To the Less Fortunate – copy the amount entered for this field in the Greetings to All section

To the Delegate for expenses to the convention – enter 0. We don’t give the delegate any expense money.

Total amount paid out – Sum the “Total Paid Out” amounts shown in the Monthly Reports in this reporting period.

Balance in treasure – enter the “Balance” amount shown in the last Monthly Report in this reporting period.

Remaining Entries on the Report These fields are listed under the Paid Out portion of the form but they have nothing to do with Paid Out information.

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We have sent as Delegate – enter the name of the individual selected as delegate to the Sisters of Charity Convention

Remarks – enter brief remarks. i.e. – We thank the Lord for the work this year. We solicit your prayers for our pastor and members that we may do a greater work.

President – enter the name of the individual selected as president Pastor – enter the Pastor’s name Secretary – enter the name of the individual selected as secretary Treasurer – enter the name of the individual selected as the treasurer. Note – add a note to the report that reports what we gave the District President

48

Assembly Guidelines


The reporting period for this report is July 1 of the previous year through June 30 of the current year.

Obtain copies of the Monthly Reports that cover the reporting period. You will use information in the Sunday School section of the Monthly Reports to compute totals on this report.


When you complete this report review it with the Pastor and the Superintendent of the Sunday School.


Enter the church name (“Of”), the location of the Sunday School Convention, and the date of the convention (“on this, the”).


Greetings to All, Brother Chairman and ConventionConsult with the Sunday School Superintendent and Sunday School Secretary to get non-cash information.

Our Sunday School is in ____ condition – fill in the blank with Excellent, Good, Fair, or Poor

We have on roll – enter the current number of individuals enrolled in the Sunday School and ______ of them are saved and sanctified – fill in the blank with the number of

individuals that are saved and sanctified We have had _______ Revival(s) – enter the number of Sunday School revivals that

have occurred during the convention year. and _________ were converted – enter the number of individuals converted in the

revivals, and _______ were sanctified – enter the number of individuals sanctified in the revivals _______ were baptized with the Holy Ghost and Fire – enter the number of individuals

that received the Holy Ghost in the revivals. ________ were added to our roll – enter the number of individuals that were enrolled in

the Sunday School during the convention year

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Our average attendance is – enter the average number of individuals that attend Sunday School.

We use ________ literature – enter the publisher of our Sunday School literature which is Union Gospel Press.

The pastor has addressed the Sunday School _____ times – fill in the blank with the number of times the Pastor addressed the Sunday School during the convention year.

We have _______ ministers on roll – fill in the blank with the number of local and ordained ministers enrolled in Sunday School

and their attendance is – enter Excellent, Good, Fair, Poor

Money Raised

We have raised in our main treasury – Sum the “Total Raised” amounts shown in the Monthly Reports in this reporting period.

We have raised on Sunday School Rally Day – Review the Monthly Receipt Form that encompasses the date of the Sunday School Rally Day which is normally the 2nd Sunday in June. Enter the amount of money raised for the Sunday School on that day.

Total Amount Raised – copy the “main treasury” total that you entered for the first field in this section of the report

Paid Out As Follows

For literature – Review the Monthly Reports looking for paid out items for literature. Enter the total of all paid out entries for literature.

For books and materials – Review the Monthly Reports looking for paid out items for books and materials. Enter the total of all paid out entries for books and materials.

To the Elder – Review the Monthly Reports looking for paid out items to the Elder. Enter the total of all paid out entries for the Elder.

To the Pastor – Review the Monthly Reports looking for paid out items to the Pastor. Enter the total of all paid out entries for the Pastor.

To the Church – Review the Monthly Reports looking for paid out items for the Church’s use. Enter the total of all paid out entries for the Church.

To the less fortunate – Review the Monthly Reports looking for paid out items for the less fortunate. Enter the total of all paid out entries for this category.

To the Bishop – Review the Monthly Reports looking for paid out items to the Bishop. Enter the total of all paid out entries for the Bishop.

To the District President – enter 0. District President money is disbursed from Finance To the Convention – Review the Monthly Reports looking for a paid out item labeled

“Convention Report”. To the Delegate for expenses to the convention – enter 0. We don’t give the delegate

any expense money. Total amount paid out – Sum the “Total Paid Out” amounts shown in the Monthly

Reports in this reporting period. Balance in treasure – enter the “Balance” amount shown in the last Monthly Report in

this reporting period.

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Remaining Entries on the Report These fields are listed under the Paid Out portion of the form but they have nothing to do with Paid Out information.

We have _____ Superintendents – fill in the blank with the number of superintendents _____ Teachers – fill in the blank with the number of teachers _____ Classes – fill in the blank with the number of classes and _____ Treasurers – fill in the blank with the number of treasurers We have sent as Delegate – enter the name of the individual selected as delegate to the

Sunday School Convention Remarks – enter brief remarks. i.e. – We thank the Lord for the Sunday School. The Lord

has been with us throughout the year. We are saved, sanctified, and filled with the Holy Ghost. Pray for us.

Superintendent – enter the name of the individual selected as superintendent Pastor – enter the Pastor’s name Secretary – enter the name of the individual selected as secretary Treasurer – enter the name of the individual selected treasurer

51

Assembly Guidelines


Obtain copies of the three (3) Elder’s Official Visit Reports for the convention year. You will use information in them to compute totals on this report.

Obtain a copy of the Convention Dues Form for the convention year and copies of the Monthly Reports for the convention year.

Determine the reporting period. The beginning date of the reporting period will be the beginning date of the reporting period listed on the 1st Elder’s Official Visit Report. The cutoff date will be the ending date of the reporting period listed on the 3rd Elder’s Official Visit Report.


When you complete this report review it with the Pastor, the Trustee Chairperson and the Finance Chairperson.


Enter the church name (“For”), the location of the Annual Convention, and the date of the convention (“will convene”).

Enter a brief testimony in the “Testify” field.


Since the last Annual Convention

There have been ____ converted – Sum the “Saved” numbers from the Elder’s Official Visit Reports and fill in the blank with the total.

_____ sanctified – Sum the “Sanctified” numbers from the Elder’s Official Visit Reports and fill in the blank with the total.

_____ have received the Holy Ghost and Fire – Sum the “Baptized with the Holy Ghost” numbers from the Elder’s Official Visit Reports and fill in the blank with the total.

_____ have been divinely healed through prayers – fill in the blank with the number of individuals divinely healed or use a descriptive adjective such as “Many”

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_____ have been added to the church – Sum the “Joined the Church” numbers from the Elder’s Official Visit Reports and fill in the blank with the total.

We have had _____ deaths – fill in the blank with number of members who have died during the convention year.

Names as follows: – Enter the full names of the members who have died during the convention year

We have on roll_____ members – enter the current number of individuals that are members of the church

______ preachers – fill in the blank with the number of individuals that have been called to preach

______ are ordained – fill in the blank with the number of preachers that are regularly ordained.

______ are local licensed – fill in the blank with the number of preachers that have local licenses

______ give the tenth to the Lord – fill in the blank with the number of members that pay tithes

Money Raised and Paid Out through the Finance CommitteeUse the information in the Finance Committee Report section of the Elder’s Official Visit (EOV) Reports to complete this section of the report.

Gave to the Bishop – enter the sum of the “Total to the Bishop” amounts in the EOV reports

Gave to the Ruling Elder – enter the sum of the “Total Given to the Elder” amounts in the EOV reports

Gave to the Pastor – enter the sum of the “Total to the Pastor” amounts in the EOV reports.

Gave to the District President – enter the sum of the “Total to the District President” amounts in the EOV reports.

Gave to the Evangelists – enter the sum of the “Evangelists” amounts in the EOV reports.

Gave to the Less Fortunate – enter the sum of the “For the Less Fortunate” amounts in the EOV reports.

Gave for Educational Purposes – enter the sum of the “For Educational Purposes” amounts in the EOV reports.

Raised for 5th Sunday in ______ – enter the month of the first 5th Sunday in the convention year. Review the corresponding Monthly Report in the Finance section and enter the 5th Sunday paid out amount.

Raised for 5th Sunday in ______ – enter the month of the second 5th Sunday in the convention year. Review the corresponding Monthly Report in the Finance section and enter the 5th Sunday paid out amount.

Raised for 5th Sunday in ______ – enter the month of the third 5th Sunday in the convention year. Review the corresponding Monthly Report in the Finance section and enter the 5th Sunday paid out amount.

Raised for 5th Sunday in ______ – enter the month of the fourth 5th Sunday in the convention year. Review the corresponding Monthly Report in the Finance section and enter the 5th Sunday paid out amount.

Total Raised for Convention – review the Council Meeting Dues Form. Enter the amount listed in the “Total” row and “Total” column for the convention year.

Total Raised through Finance – enter the sum of the “We have raised for financial purposes” amounts in the EOV reports.

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Total Paid Out – enter the sum of the “Total Amount Paid Out” amounts in the EOV reports.

Amount in Treasury – enter the “Balance in treasury” amount on the 3rd (last) EOV report.

Money Raised and Paid Out through the Trustee BoardUse the information in the Trustee Board Report section of the Elder’s Official Visit (EOV) Reports to complete this section of the report.

Total Raised Through the Trustee – enter the sum of the “What has been raised altogether this visit” amounts in the EOV reports.

On Church Land – enter the sum of the “What has been paid out on church land” amounts in the EOV reports.

On Church Building – enter the sum of the “On church building” amounts in the EOV reports.

On Church Furniture – enter the sum of the “On church furniture” amounts in the EOV reports.

For Rent of Meeting House – enter the sum of the “For rent on the meeting house” amounts in the EOV reports.

For Current Expenses – enter the sum of the “For current expenses” amounts in the EOV reports.

For Church Extension – multiply 1.00 by the number of members on roll and enter the product in this field.

For Other Donations – enter the sum of the “For other donations” amounts in the EOV reports.

Total Amount Paid Out – enter the sum of the “Total Amount Paid Out” amounts in the EOV reports.

Remaining in Treasury – enter the “Balance in Treasury” amount from the 3rd (last) EOV report

Present Indebtedness – enter the “Present Indebtedness” amount from the 3rd (last) EOV report

Value of Church Property – enter the “Value of Church Property” amount shown on the 3rd (last) EOV report.

Our Church Is Insured For – enter the “Amount of Insurance” amount shown on the 3rd (last) EOV report.

Grand Total Raised For All Purposes – enter the sum of the “Total Raised through Finance” amount and the “Total Raised Through the Trustee” amount on this report.

Grand Total Paid Out For All Purposes – enter the sum of the “Total Paid Out” amount in the Finance section of this report and the “Total Amount Paid Out” amount in this section of the report.

Remaining Entries on the Report

The Church is reporting to the convention – enter the church report amount We have sent as Delegate – enter the name of the individual selected as delegate to the

Annual Convention Pastor – enter the Pastor’s name Deacon – enter the name of the chairman deacon Secretary – enter the name of the church secretary Treasurer – enter the name of the finance treasurer Remarks – enter brief remarks requesting the return of our pastor, elder, and all district

officials.

54

Assembly Guidelines


Use the Individual Contribution Forms for the tax year (January 1 through December 31) to prepare this report.

Locate the Statement of Contributions Word template on the accounting computer.

Enter the tax year in the heading of the statement (“For the Year”)

Enter the tax year in the first paragraph of the statement (“For the calendar year of”)

Prepare the Contribution Statements:

For each Individual Form,

1. Enter the Contributor’s Name

2. Enter the date and amount of each contribution

3. The template will automatically total the contributions

4. Save the Statement include the contributors 1st initial and last name in the file title.

5. Print the Statement

6. Obtain the Pastor’s signature and date

Note: The template is actually a Word form. All the fields are bookmarked. And the total field contains a formula. You can modify the form but you will need to unlock it to make changes.

55

Documents

(Client X) - FBH Home Page · Web viewWhile there are a few exceptions to this rule, the three-year period normally should be adequate. For non-tax purposes, records should be maintained