BP 11122023 129pm - Flipbook - Page 26
Electronic Giving: The record keeper should post ACH donations at least monthly to Parishsoft
or other software as a separate batch directly from the documentation generated by the
accountant from the third party’s website.
Reconciling Contributions: Contributions posted to Parishsoft Family Suite should be balanced
to count data in detail and total. Additionally, there should be weekly data validation, and both
monthly and fiscal year-to-date reconciliation to the general ledger to ensure that income posted
in both systems agree to what was deposited in the bank. The accountant should supervise the
record keeper, ensuring compliance. See ParishSoft Accounting Revenue Reconciliation Process
& Reports.
Closing Batches: The record keeper should close the batch after verifying that the correct funds
were selected, the batch totals balance, and the dates are correct.
Record Retention: Deposit summary/recap sheet, bank-validated deposit documentation, count
sheets, and Parishsoft Family Suite Batch Report PDFs and Excel posting reports should be
attached together and filed by month/week.
Parishioner offertory envelopes should be retained for 18 months and then shredded. Other
records of receipts should be retained in accord with these linked record-retention guidelines.
Reconciliation Review: Independent party such as pastor/administrator, treasurer, or delegate
should ensure amounts counted, deposited, and posted agree.
Monitoring Cash Fluctuations: Management should monitor fluctuations in offertory,
especially cash. Data from weekly collections should be transferred to an Excel spreadsheet and
reported by the four small batch categories of envelope checks, envelope cash, loose checks, and
loose cash. Large or unusual fluctuations should be investigated.
Donor Statements: Statements should be provided to all donors at least annually regardless of
contribution amount. Tax-deductible donations received by parish or school organizations
should be recorded on the books of the parish or school and acknowledged by the parish or
school. For donated goods over $75, the donation amount and the fair market value of any
benefits received should be acknowledged in tax letter to donor. Payments for day care should
be acknowledged at calendar year end.
Someone other than record keeper should generate/issue statements and field questions. If this
is not possible for someone other than the record keeper to prepare the letters, a person
independent of the process should perform the year-end reconciliation between ParishSoft
Family Suite and ParishSoft Accounting and review the PSFS audit report for unusual entries.
See ParishSoft Audit Reports for instructions.
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