Electronic Giving: The record keeper should post ACH donations at least monthly to Parishsoftor other software as a separate batch directly from the documentation generated by theaccountant from the third party’s website.Reconciling Contributions: Contributions posted to Parishsoft Family Suite should be balancedto count data in detail and total. Additionally, there should be weekly data validation, and bothmonthly and fiscal year-to-date reconciliation to the general ledger to ensure that income postedin both systems agree to what was deposited in the bank. The accountant should supervise therecord keeper, ensuring compliance. See ParishSoft Accounting Revenue Reconciliation Process& Reports.Closing Batches: The record keeper should close the batch after verifying that the correct fundswere selected, the batch totals balance, and the dates are correct.Record Retention: Deposit summary/recap sheet, bank-validated deposit documentation, countsheets, and Parishsoft Family Suite Batch Report PDFs and Excel posting reports should beattached together and filed by month/week.Parishioner offertory envelopes should be retained for 18 months and then shredded. Otherrecords of receipts should be retained in accord with these linked record-retention guidelines.Reconciliation Review: Independent party such as pastor/administrator, treasurer, or delegateshould 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 andreported by the four small batch categories of envelope checks, envelope cash, loose checks, andloose cash. Large or unusual fluctuations should be investigated.Donor Statements: Statements should be provided to all donors at least annually regardless ofcontribution amount. Tax-deductible donations received by parish or school organizationsshould be recorded on the books of the parish or school and acknowledged by the parish orschool. For donated goods over $75, the donation amount and the fair market value of anybenefits received should be acknowledged in tax letter to donor. Payments for day care shouldbe acknowledged at calendar year end.Someone other than record keeper should generate/issue statements and field questions. If thisis not possible for someone other than the record keeper to prepare the letters, a personindependent of the process should perform the year-end reconciliation between ParishSoftFamily Suite and ParishSoft Accounting and review the PSFS audit report for unusual entries.See ParishSoft Audit Reports for instructions.26
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