[Church Name] BOOKKEEPING PRACTICES POLICY

Transcription

1 ***Every frm that is used fr input t QuickBks will have a Q in upper right hand crner alng with any needed ntatins t shw items have been input*** WEEKLY: OFFERING: Input cntributins int QuickBks using; Create Sales Receipts functin Using the Cpy f the weekly ffering frm with the Master envelpe list with names Enter infrmatin Custmer Jb these are the dnrs-: pick name frm list (start typing last name) Insure date is crrect Type in check number r cash in bx In Item bx pick crrect item (unrestricted, 1 st Sunday f Mnth, AFLC Special, etc.) In Fund bx pick crrect fund (Admin, Designated, r General) In Amunt bx type in amunt **If dnatin is fr mre than ne item ensure each is recrded** Upn receipt frm the Treasure f any crrectins t the riginal weekly ffering frm; Make any/all crrectins t the sales receipts stating why change was made in mem. Verify depsit date using nline banking, date f depsit written n riginal ffering frm r depsit bk frm treasurer. Click n Recrd Depsits; ensure Depsit t accunt, Date, and depsit Subttal bxes are crrect. BACK UP QUICKBOOKS FILE: By Mnth then subflder Currently subflders are; ffering by week checks numerically reprts/statements by date Apprved: Date: Page 1 f 5

2 MONTHLY: TRANSFER FUNDS FROM CHECKING TO SAVINGS: Using transfer slip frm treasurer r nline cnfirmatin: transfer funds in frm Bus Nw t Green Checking Use Banking tab: Transfer funds Frm accunt-bus NOW T accunt: GREEN CK Keep transfer slip/cnfrmatin in checks flder DISBURSEMENT FORMS: Cmpleted frms are received frm the treasurer Input data using the Write Checks functin. **Exceptin: All payments (including reimbursements) t emplyee s (Pastr) must be written frm Emplyee tab/ Pay Emplyees** Ensure: Checks are written ut f the Bank Accunt assigned (Bus. Nw, Kitchen, Annual Pastr Cnference, etc.), Check number is crrect Date check written is crrect (Nt date entered in QB s) Pay t the Order f is crrect -dnatins given are t ther nt vendr r custmer Amunt is crrect If needed ensure the split is crrect Expense accunt matches (Bulletins, AFLC tithe, etc.) Crrect Class is assigned (general, admin, r designated) Apprved: Date: Page 1 f 5

3 BANK STATEMENTS: (Currently ne is mid-mnth and ne end f mnth) Using the current statements, nline print ut is acceptable. Recncile QuickBks Print bth the summary and detail reprts Run the Balance Sheet (Dates tab-custm-use date f statement) Optinal-Highlight reprt fr cuncil: Bank Statements: dates, previus & ending balances Recnciliatin Detail/Summary Reprt: Beginning Balance & Cleared Balance Balance Sheet: Ttal in accunt (BUSINESS NOW CHECKING AKA CHECKING r GREEN BUSINESS Checking AKA SAVINGS) Attach reprts t statements fr Treasurer and Finance Cmmittee review INTERNAL TRANSFERS: BANK SUB ACCOUNTS (kitchen, pastr cnference, furnace, etc.) **Ttal Fund amunt and hw they are t be used is prvided by Cuncil** When funds are depleted, and yu need t add: Use Banking tab: Transfer funds Frm accunt-bus NOW T accunt: apprpriate sub accunt Date shuld be 1 st f mnth Recncile bks Ending balance same as beginning balance Print reprt fr treasurer and finance cmmittee Apprved: Date: Page 1 f 5

4 REPORTS: Using the Reprts tab/memrized Reprts Infrmatinal reprt fr bkkeeper: Unrestricted Incme & Expense by Class (Dates tab: last mnth) Verify items are categrized crrectly, if designated shws up n this reprt edit as needed Print fr cuncil. Run and Print the fllwing reprts fr cuncil ( reprts t members wh have ) Balance Sheet (Dates tab: last mnth) Cntributins (Dates tab: last mnth) this reprt is als used t figure AFLC 10% tithe f general dnatins. Optinal: write AFLC 10% and $ amunt n reprt Transactin Detail by Accunt (Dates tab: last mnth)-fr cmparisn t the treasurer checkbk Temprary Restricted-Designated by Class (Dates tab-custm-use dates: 1/1/2012 thrugh end f last mnth) this reprt shws funds still in accunts and is used fr cuncil tracking and apprval prir t treasurer writing checks. If unclear where funds g-use reprt t get specific infrmatin and write it n reprt. Unrestricted Funds & Expense-Prev Year Cmparisn (Dates tab-custm-use dates: beginning f current year thrugh end f last mnth, such as 1/1/13 thrugh 3/31/13) Budget vs. Actual (Dates tab- This Fiscal Year: MAKE SURE YOU RUN THIS ON THE LAST DAY OF THE MONTH r befre any new transactins are dne) REVIEW: N later than the Sunday prir t Cuncil meeting all files will be placed in the church inbx (r ed), fr the finance cmmittee t review. BACK UP QUICKBOOKS Keep back-up frm prir mnth in church file drawer. Apprved: Date: Page 1 f 5

5 QUARTERLY: Print quarterly reprt fr all emplyees, , hand deliver r mail every quarter. If requested print cpy fr treasurer and/r finance cmmittee END OF YEAR: DONOR STATEMENT: End f year dnr statements cmpleted by bkkeeper and reviewed by treasurer and finance cmmittee. If n issues they are mailed, ed, r hand delivered n later than January 31st. If lse ffering f any dnated check is fr $250 r mre treasurer will give bkkeeper infrmatin fr issue f receipt t dnr Reprt/Memrized Reprts/Custmers/Year-Unrestricted-Cntributins by Custmer Detail Dates: Last Fiscal Year Check t make sure all names and all deductible items are included, edit as needed Print settings-page Breaks-check bth smart and after each majr gruping REPORTS: Run and Print the fllwing reprts fr cuncil ( reprts t members wh have ) Balance Sheet (Dates tab: Last Fiscal Year) EOY-Summary-cuncil-Cntributins (Dates tab: Last Fiscal Year) EOY-Designated Funds (Restricted)-Expense detail (Dates tab: Last Fiscal Year) EOY-NON Designated Funds-Transactin Detail By Accunt (Dates tab: Last Fiscal Year) EOY-Statement f Incme & Expense (Dates tab: Last Fiscal Year) Pastr Transactin Detail by Accunt (this is easier t read if yu make a spreadsheet) EOY-1099 s may be needed TAX FORMS Verify all peple perfrming services (Guest speaker, Janitr, etc.) O mdify reprt/filter tab/ name/ multiple names O Print Draft by Bkkeeper, reviewed by Treasurer and Finance Cmmittee, apprved by Cuncil, submitted by bkkeeper and filed. I 9 s fr all emplyees (ne time if US citizen) W-9 s fr anyne receiving incme (ne time fr each individual) 1099-misc. fr thse needed accrding t current IRS regulatins (yearly) Michigan Department f Treasury Frm 165 (yearly) W-2 & W-3 (yearly) Apprved: Date: Page 1 f 5