BP 11122023 129pm - Flipbook - Page 14
transactions should be approved by the Leadership prior to completion. See Section #7
Disbursements.
Bank Account Transfers: An authorized individual should contact the Archdiocese D&L
Manager to request transfers from the D&L to the checking account. The Archdiocesan Finance
Office should verbally confirm the transfer request. Alternatively, funds can be transferred via
check or electronically to the parish D&L, as coordinated by the D&L Manager.
Wire transfers: Wire transfers made to third parties should take place through Bill, made
directly at the bank, or through the Chancery finance department. All wires should be approved
in writing by the Leadership prior to the transaction taking place. Requested wires should be
verbally confirmed to avoid the risk of fraud. See Section #7 Disbursements.
Automatic Clearing House (ACH) Payment (Debits): The ACH process allows bank-to-bank
transfers from a checking account. The pastor should approve all ACH debits (payments) prior to
the transaction taking place. Supporting documents, such as a payment request and invoice,
should be provided for the approval process. The electronic/auto debit transactions should be
entered through the bill entry process in ParishSOFT Accounting. Recording the cash
disbursement transaction through a journal entry will result in a lack of vendor history. The bank
statement should be reviewed by the Leadership and finance council to ensure only authorized
ACH payments were made. See Section #7 Disbursements and Payment Processing System
Guidelines.
ACH Credits: Only Leadership should authorize the 3rd party vendors to push money into the
bank account. Some common vendors that process fund through the ACH process include:
Paylocity (payroll), Bill, Vanco, Our Sunday Visitor, Give Smart, and Ministry Brands.
Accounts with electronic payment processing vendors should be opened in the name of the entity
using the proper Federal employer Identification Number (EIN), not an individual’s name and
social security number. See the Payment Processing System Guidelines.
Positive Pay ACH Controls: Positive Pay is a fraud detection tool used by banks to identify
fraudulent checks. It compares the account number, check number, payee name, and amount to
the information entered at the entity. The Archdiocese’s Finance Department can assist with
Positive Pay. PSA L&P - Positive Pay: How to Enable and Set Up 3 ParishSoft
Debit Card: Use of a debit card is prohibited.
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