Excerpt from the Financial Policies and Procedures Handbook
Excerpt from the Financial Policies and Procedures Handbook
XIV. Handling of Cash, Checks and Fees
A. Petty Cash - The Finance Ministry Team prohibits the use of petty cash funds.
B. Cash Receipts - sequentially numbered receipts are required to be issued immediately for all cash receipts of any nature. All numbered receipts must be accounted for at all times. Receipt books can be obtained from the Finance Office. The original shall be given to the payer. A copy shall be attached to the cash transmittal (deposit) and a copy shall be retained. All receipt books are to be labeled as to the time period applicable and retained for 5 years.
It is prohibited to retain cash and checks overnight at a desk or work station. All cash must be placed in a church safe every day.
C. Checks - any checks received for payment of fees, sale of t-shirts, materials or other items shall be stamped with a church endorsement stamp IMMEDIATELY and be copied in duplicate. One copy shall be attached to the cash transmittal (deposit) and one copy retained as a receipt for 5 years.
D. Fees - fees charged for ministry program related activities and materials is allowed. However, it is expressly prohibited to use cash collected as petty cash or payment for the event or materials. Reconciled cash transmittals (deposits) must be made and church checks issued for expenses related to the event.
E. Cash Transmittals (Deposits)
1. Each ministry office that collects cash, checks and fees is responsible for preparing a weekly cash transmittal (deposit) of money received. These funds are to be stored in a church safe until the cash transmittal (deposit) is ready.
1. The deposit itself should be prepared using the A Cash (Deposit) Transmittal Form and forwarded to the Finance Office by 9:00 am Friday morning the same week for deposit.
3. Documentation - Each cash transmittal (deposit) shall contain copies of all receipts supporting the cash and copies of all checks supporting the checks. Adding machine tapes (2) should be included for each verifying the amount. The transmittal form should be completed in its entirety, signed, and verified.
1. Ministries and/or programs that make their own bank deposits will submit the above documentation (E-1,2,3) with a deposit slip copy by Friday morning the same week of the deposit.
5. All transmittals are required to be prepared and signed by the person preparing the transmittal AND verified and signed by one additional person.
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