Offering Counting Procedures - Miller Management
Church Name
Offering Counting Procedures
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|Counter 1 |Counter 2 |
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|Prior to the beginning of the service, set up the offering counting supplies: |N/A |
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|Open the supplies box. | |
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|Set out the divider boxes as follows: | |
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|Offering counter #1: | |
|Cash from envelopes box | |
|Checks from envelopes box | |
|Empty envelopes – not yet recorded box | |
|Offering counter #2: | |
|Loose checks – not yet recorded box | |
|Loose checks – already recorded box | |
|Empty envelopes – already recorded box | |
|Between counters: | |
|Unidentified cash | |
|Special offering (e.g. fee for fellowship event) | |
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|Set out the Weekly Deposit Form, a yellow/ white set of bank deposit slips from the deposit book, a deposit envelope, | |
|List of GL Numbers, pen and calculator for Counter 1. | |
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|Set out the Contributions Worksheet, List of Contributor Names & Addresses, pen and a calculator for Counter 2. | |
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|Set out general supplies such as the stapler, rubber bands and tape. | |
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|When the offering is being taken during the service, receive offering plates at the end of each row. |
|Take money, in sight of each other, to the counting room. |
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|Once in the offering counting room: |
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|Dump contents of offering plates onto the table. |
|Separate all connnection cards from cash, checks and envelopes and give connection cards to person that tracks membership & attendance. |
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|Separate cash, loose checks and envelopes and place them in the appropriate boxes. |
|Go through envelopes to see if there are any with unidentified offering (no names on the envelope). If so, remove the cash and place with the loose |
|cash. |
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|Blind count all cash first. One person counts the cash and then writes down the total, unbeknownst to the second person. The second person then |
|counts the cash and announces his/her total to the second person. If they match, the blind count is done. If not, the count is performed again in the|
|same manner. |
|Set the cash in the “loose cash” box in plain view of both counters. |
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|Counter 1 |Counter 2 |
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|Begin opening envelopes. For each envelope, verify the contents of the |Record the amount from the blind count of loose cash on the Weekly |
|envelope against what is written on the front of the envelope. If the |Contribution Worksheet under the name “Unidentified.” |
|envelope isn’t complete then fill in anything missing. If anything is | |
|changed on the envelope, initial the change. |Take the loose checks from the “loose checks – not yet recorded” box. |
| |Record them on the Weekly Contribution Worksheet, then place the loose |
|Place the cash from envelopes in the “cash from envelopes” box. Place the |checks into the “loose checks – already recorded” box. Care should be |
|checks from envelopes in the “checks from envelopes” box. Place all empty |taken to ensure the money is recorded in the correct column. |
|envelopes in the “envelopes – not yet recorded” box. | |
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|Counter 1 |Counter 2 |
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|Record all checks from the “loose checks – already recorded” box onto the |If the giver is not listed on the Weekly Contribution Worksheet, record |
|bank deposit slip, including check number and amount. |their name and address on the last page of the same worksheet, being |
| |careful to ensure the writing is legible and the information is 100% |
|Record all checks from the “checks from envelopes” box onto the bank deposit|correct so that end-of-year giving statements can be mailed without error.|
|slip, including givers last name and amount. |Also, record their information on the list of contributor names and |
| |addresses. |
|Blind count the cash (loose/unidentified cash and cash from envelopes) with | |
|the other counter, still keeping them separate. Then write the amount on |Take all envelopes from the “envelopes – not yet recorded” box; record |
|the top part of the Weekly Deposit form and the deposit slip. |donations from envelopes onto the Weekly Contribution Worksheet. Then |
| |place envelopes in the “envelopes – already recorded” box. |
|Calculate the total of all checks. Then write the amount on the top part of | |
|the Weekly Deposit form and the deposit slip. |Careful attention should be given to checks from other churches or |
| |organizations. When those checks are received, they should be recorded to|
|Complete the total for the top part of the Weekly Deposit Form. |the following GL numbers by using the appropriate columns on the |
| |worksheet: |
|Complete the bottom part of the Weekly Deposit Form by using the totals from| |
|Counter 2’s Weekly Contribution Worksheet. | |
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|Counter 1 |Counter 2 |
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|Stamp the backs of all checks with the endorsement stamp. |Some money collected by the church does not receive “giving credit” for |
| |tax purposes, and should be recorded on the last page of the Weekly |
| |Contribution Worksheet. Examples of this would be money submitted for a |
| |fellowship event or money donated for t-shirts or CDs. On the last page |
| |of the worksheet under “Other deposit items,” record what the money is for|
| |and the account number from the GL list on the left side and the amount on|
| |the right side. If you have several checks for one fellowship event, you |
| |can simply record the total; individual names do not matter when there is |
| |no giving credit received. |
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|On the bank deposit envelope, record the following (press hard with your |Total all columns of the last page of the worksheet, and record it in the |
|pen): |boxes titled – “Total of all Charitable Contributions.” Next, total all |
|Church Name |columns of the “Other deposit items” and record it in the box titled – |
|Date |“Total of A-F”. Finally, total all boxes and record in the box titled- |
|Amount of deposit |“Total Deposit”. The final step should be to compare the totals in the |
|Check the “checking” box |shaded boxes of the Contribution Worksheet and Deposit Form. |
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|Tear off the receipt. | |
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|Place cash and checks inside the envelope. | |
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|Place the white copy of the deposit form in the envelope. | |
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|Seal and tape the envelope shut. | |
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|Counter 1 |Counter 2 |
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|Verify that the 2 totals from the Weekly Deposit Form, the total on the |Verify that the 2 totals from the Weekly Deposit Form, the total on the |
|Weekly Contributions Worksheet, and the deposit slip all match. |Weekly Contributions Worksheet, and the deposit slip all match. |
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|Sign the Weekly Deposit Form and the Weekly Contributions Worksheet. |Sign the Weekly Deposit Form and the Weekly Contributions Worksheet. |
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|Complete the Offering Update form for pastor and associate pastor. Fold in |Immediately after church, take the deposit to the night deposit box. Pull|
|half, and give to them before leaving the church. |into the drive-through lane closest to the bank, and go past the teller |
| |windows. Drop the deposit into the bank’s deposit drop-box. |
|Give the following to ?: | |
|Weekly Deposit Form | |
|Weekly Contributions Worksheet | |
|Empty offering envelopes, deposit envelope stub, and yellow copy of deposit | |
|slip all rubber banded together | |
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|Return all supplies to the black supplies box and close. Take the box out to the foyer and place by the door to be taken back to Storage Mart. |
Important controls during offering counting:
• Stay in sight of each other and all cash/checks the entire time.
• Always have two people count and verify all cash through a blind count.
• Ensure that the person taking the deposit to the bank does not take the yellow copy of the deposit slip or the offering counting documentation.
• If anything doesn’t look or feel right, ask questions and/or talk to the treasurer or member of the finance team about it immediately.
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