Parish Treasurers Training. 24 February 2018

Transcription

1 Parish Treasurers Training 24 February 2018

2 Presentation Outline Diocese Office Organisation Parish Annual Reports, Audits and Returns Planning and Budgeting Parish Statements GST Registrations

3 Diocesan Office Support Diocesan Secretary Keith Stephens Finance & IT Torsten Marsden Property Services Kirsten Rhoades Risk and Compliance Manager Media& Communications Lou Hendricks Professional Standards Tracie Chambers- Clark Human Resources Katerina Lazarevska

4 Finance Team Organisation Torsten Marsden Chief Financial Officer Emer McFadden Finance Manager Dhanuska (Dan) Kularathna Senior Accountant Grant Dodd Capital Accountant Paula Maher ** Administration Officer Lisa Dixon Accounts Payable Officer Jay De Beer Accounts Receivable Officer Diane Harper Payroll Officer ** Filling in for Sharon Jayasekera until July 2018

5 Parish Annual Reports, Audit and Returns

6 Parish Annual Reports Accounts as at 30 April in each year to be prepared and presented to the annual meeting in May/June : a) audited, reviewed or examined statements of income and expenditure for the financial year; b) a statement of assets and liabilities, or at least a statement of uncollected revenue and outstanding liabilities, at the end of the financial year; and c) a budget of anticipated income and expenditure for the ensuing financial year; (PGS 59.1 (i))

7 Audits, Reviews & Examinations Every parish whose "gross income i.e. income before deduction of expenses: a) exceeds $1,000,000 must appoint an Auditor; b) exceeds $250,000 but does not exceed $1,000,000, must appoint either an Auditor or a Reviewer, at the direction of parish council and subject to the discretion of parish council; and c) is less than $250,000, must appoint an Independent Examiner. (PGS 65.1) Independent Examiner Is a person certified by the Diocesan Secretary as having a appropriate experience Reviewer is an accountant qualified to perform and independent review Auditor is a qualified auditor

8 Parish Annual Returns Audited, reviewed or examined statements and the budget of anticipated income and expenditure; and The financial return in the prescribed form are forwarded to the Diocesan Registrar by 31 July. (PGS 59.1 (ii)) Annual Return Form (in Excel and hardcopy) and accompanying instructions will be sent in April. Prefer to receive Annual Return using the Excel template.

9 Annual Financial Returns Important items to be included with the Annual Financial Return information: Annual Return Worksheet ACNC information Income Statement for 12 months ending 30 April Balance Sheet as at 30 April Budget for the next financial year Auditor / Independent Examiner / Reviewer Report Assessment completed by September

10 Parish Governance Parish Governance Statute (2016): Available on the Diocesan Web Site:

11 Planning & Budgeting A Quick Guide for Parishes

12 Parish Plans & Budgets Plans Versus Budgets Why Budget? How to Plan & Budget

13 Parish Plans & Budgets Plans A plan is your parish direction, objectives and strategies that will achieve your goals and helps you to manage possible bumps in the road. Preparing a plan will help you work out the goals you want to achieve, and how to achieve them.... It reminds you of your goals and priorities Budgets A budget shows your parish how you will earn and spend your money. Creating your budget allows you to determine in advance whether you will have enough money to do the things you need to do or would like to do. Budgeting simply aims to balance your expenses with your income.

14 Why Budget? 1. A budget (that is shared) gets everyone on the same page 2. A budget helps you to see changes you need to make ahead of time 3. A budget gives you a measuring stick Budgeting allows you to create a spending plan for your money, it ensures that you will always have enough money for the things you need and the things that are important to you. Following a budget or spending plan will also keep you out of debt or help you work your way out of debt if you are currently in debt.

15 How to Plan & Budget Where are you now? What do you want to achieve? What will your income and expenditure look like with your new plans? Does it make sense?

16 How to Plan & Budget Where are you now? What is going on in your parish? Is anything changing, both internally and externally, to which you need to respond? What is your current financial position (cash, loans, bequests) What will be your income and expenditure for the current year: Income / Expenditure for the financial year to date Forecast for the rest of the financial year based on current activities Anticipated changes in the current financial year What do you want to achieve? What will your income and expenditure look like with your new plans? Does it make sense?

17 How to Plan & Budget Where are you now? What do you want to achieve? What are the priorities for the Parish? What do you do that needs improvement? Are there new goals to achieve or special events in the year? Are there activities that you need to stop doing? Have you considered short-term and long-term goals? How will you achieve them? What actions and activities will be needed? Who will do them? What resources will you need to do this? What will your income and expenditure look like with your new plans? Does it make sense?

18 How to Plan & Budget Where are you now? What do you want to achieve? What will your income and expenditure look like with your new plans What will be your income from continuing activities e.g. plate collections, etc: Is the trend increasing, decreasing or stable? If you continue without any specific actions what will be the result? What will be your expenditures from continuing activities: What changes do you anticipate in recurring costs e.g. stipends increases, inflation? Are there any periodic or irregular expenses needed to be considered e.g. equipment maintenance What is the impact of your plans on the income statement New sources of income e.g. grants received Changes in income e.g. impact of more direct debit giving What are the costs, both one off and recurring from your plans Does it make sense?

19 How to Plan & Budget Where are you now? What do you want to achieve? What will your income and expenditure look like with your new plans? Does it make sense? Are your plans realistic? Specific - Measurable - Achievable - Relevant - Time-framed Have you remembered to include all items of expenditure? Can you explain the difference between the financial result you will achieve in the current year and the budget year? Do you achieve a financial surplus or at least are you making substantial progress in the right direction?

20 How to Plan & Budget When to do this? 2-4 months before the end of the financial year (i.e. now) Be quick and focussed, completing it within 2-3 meetings Finalise it before the start of the new financial year Who does it? Parish Council is responsible for planning and budgeting Treasurer prepares budgets, based upon the agreed upon plan Engage all council members in the planning make it interesting and exciting Reporting: Budgets are reported to the Diocesan Registrar in the annual return by 31 July

21 Parish Statements To how to read your statement

22 Overview Anglican Diocese of Perth STATEMENT Level 5, 3 Pier Street ABN: Perth, WA Telephone: accounts@perth.anglican.org Customer Name: Parish of XXXX Customer Number: XXXXX As at January Statement as at: 2018 Amount Date Narration Reference $ Synod Assessment Prior Years' Assessments Assessment 2015/16 (120.00) Assessment 2016/17 (500.00) Total - Prior Synod Assessment Prepayment (620.00) Current Year's Assessment Assessment Invoice - May Assessment Invoice - June Assessment Invoice - July Assessment Invoice - August Assessment Invoice - September Assessment Invoice - October Assessment Invoice - November Assessment Receipt - November 2017 (60.00) Assessment Invoice - December Assessment Invoice - January Total - Current Synod Assessment Arrears Total Synod Assessment Prepayment (500.00) The Statement is broken down into :- Header Section Assessment Section Payroll Section Messenger Section Other Section Payroll Arrears Prior Payroll Arrears Current Payroll Arrears 2, Total Payroll Arrears 2, Messenger 01/12/2017Messenger IN Total Messenger Arrears Other 28/11/2017Travel Cost IN /12/2017Insurance Renewal - Dec IN , /12/2017Supply Services IN Total Other Arrears 3, Unapplied Receipts TOTAL ARREARS 5,045.00

23 Statement Header The Header comprises of the Anglican Diocese Address, ABN, Telephone and contact address Anglican Diocese of Perth STATEMENT Level 5, 3 Pier Street ABN: Perth, WA Telephone: accounts@perth.anglican.org Customer Name: Customer Number: XXXXX Parish of XXXX Statement as at: As at January 2018 This is the Parish Name The Debtor Code The Statement Month it is reporting

24 Assessment Date Narration Synod Assessment Prior Years' Assessments Referenc e Amount $ Assessment 2015/16 (120.00) Assessment 2016/17 (500.00) Total - Prior Synod Assessment Prepayment (620.00) Current Year's Assessment Assessment Invoice - May Assessment Invoice - June Assessment Invoice - July Assessment Invoice - August Assessment Invoice - September Assessment Invoice - October Assessment Invoice - November Assessment Receipt - November 2017 (60.00) Assessment Invoice - December Assessment Invoice - January Total - Current Synod Assessment Arrears Total Synod Assessment Prepayment (500.00) Assessments are calculated on priors years actuals which is used to calculate and estimate for the current year e.g.: Prior year assessment was $240. Therefore, we invoice $20 per month as an estimate for the current year. These are the Assessment Invoices raised for each month When a payment is received for the Assessment it will be a receipt

25 Payroll Payroll is the Stipend Costs of the Parish Date N a rr at io n Reference Payroll Arrears Amount $ Prior Payroll Arrears Current Payroll Arrears 2, Total Payroll Arrears 2, If the full cost is not paid within the month, it will reflect as arrears This is the current month s Stipend Costs

26 Messenger Messenger 01/12/2017Messenger IN These are the invoices raised for the Messenger Magazines that the Parish receives Total Messenger Arrears 15.00

27 Other Other 28/11/2017Travel Cost IN /12/2017Insurance Renewal - Dec IN , /12/2017Supply Services IN Total Other Arrears 3, Other relates to invoices that are raised to the Parish as an on charge or cost that they have incurred :- Travel Cost for Clergy Insurance Renewal Supply Services Supervision Cost Rent / Electricity National Police Check CCLI Licence Amnet IT Service

28 GST Authorised Persons and Auskeys

29 Authorised Persons Authorised Persons: Parish Treasurer plus one alternative Diocesan Secretary and Director of Finance

30 Auskeys Auskey Online submission of BAS Steps to get an Auskey Register for and Auskey (Administration Auskey) You will require the ABN of the Parish and an address Download the Auskey Software Follow the prompt for the final part for setting up the Auskey

31 Auskeys - Tips Tips for Auskeys Use a common computer to download the Auskey or use a USB Flash Drive Keep the information for login simple Keep a note of who has Auskeys

32 Questions

33 Contact Diocesan Office: (08) Accounts: Payroll: ACF: