Financial and Accounting Records
Financial and Accounting Records
Retention guidelines for local churches
Records Title/Description Total Years in Transfer
Years Current To
Files Storage
Audit reports permanent 4 yes
Bank deposit register and/or slips 8 8 no
(Canceled checks and check stubs)
*check register 2 2 no
Financial Statements: permanent 4 yes
Ledgers and Journals (general accounts
payable, accounts receivable, payroll,
special accounts)
Supporting papers for ledgers and
Journals (check orders, paid bills,
O.D. receipts and copies of checks) 8 8 no
Loan Files (mortgages, receipts, correspondence, 8 years after
payment schedules, etc.) payoff 8 no
Mortgage burning service (program
bulletin) or other record permanent 4 yes
Minutes of meetings of agencies related to
financial matters permanent 4 yes
Monthly bank statements 8 8 no
Personal and corporate income tax records 8 8 no
*Financial Secretary’s records for giving from parishioners 7 7 no
Pledge cards and other contribution records 8 8 no
Tax exemption records permanent 4 yes
Trust Fund/Estate Contribution/Foundation Records
(copies of probate records, agreements,
correspondence, financial records. permanent 4 yes
Monthly-Remittance closing 2 2 no
Monthly-Church Remittance sheets 2 2 no
*Checks on file: Canceled checks or bank copies; check register or recorder
(Current Operating year is not included in “total years”)
*If there are no posting sheets or book, then individual envelopes need to be kept…
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