BP 11122023 129pm - Flipbook - Page 25
SECTION 6: RECORD KEEPING FOR CONTRIBUTIONS
Record Keeper: A record keeper should be appointed to post receipts to the approved
contribution database. The record keeper should be an employee or volunteer who does not have
conflicting duties: i.e., usher, counter, accountant, finance council member, etc., thus achieving a
proper segregation of duties. Each individual obtaining access to the database should be set up
with a unique login and password. Contribution data is confidential and should not be shared.
Approved Donation Tracking Software: Entities record keepers should maintain automated
financial receipt records employing only archdiocesan approved software.
Posting Contributions: Receipts should be posted weekly in a consistent and transparent
manner, such as by Mass/collection in the following batch order: envelope checks, envelope
cash, loose checks, and loose cash. The record keeper should post from records of receipts: i.e.,
parishioner envelopes, loose check copies, and count sheet and not the physical cash, check,
money order, etc. Contributions should be recorded in the contribution database on the date
received.
Second Collection Intentions: Second collection contributions should always be recorded to the
fund the donor intended. Even if it is received before or after original date of collection, the
donations should not be recorded as regular offertory: i.e., always honor donor’s intent.
Foreign Charities: Donations to foreign-based charities should be reviewed on an individual
basis. Donations to foreign charities that have no U.S. affiliation are not tax deductible. These
donations should be posted, but the tax deductibility should not be acknowledged because they
are to be sent to a non-US based charity. Examples of pass-through donations to foreign-based
charities include Peter’s Pence and sister parishes in Latin America.
When possible, the donations should be made to a U.S.-based charity affiliated with the foreign
charity and the U.S. affiliate should acknowledge the tax deduction and forward the donations on
to the foreign charity. However, if the entity specifies how the donated funds will be spent and
verifies/evidences that the monies were spent as specified, then the entity can serve as the U.S.
affiliate and acknowledge the tax deductibility. Receipts collected and remitted to the foreign
charity without control over how they will be spent are not tax deductible. See International
Charity Collections Payments and Wires.
Contributions in Lieu of Tuition: Contributions to entities in lieu of all or partial tuition
payments are not deductible for income tax purposes and shall not be acknowledged as a
donation by the receiving institution.
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