Wakefield UMC Fundraiser Packet

Transcription

1 Wakefield UMC Fundraiser Packet This packet contains all information and forms needed for fundraisers at WUMC. If you have any questions, please 1. All fundraisers must be approved by the Finance Committee. Please fill out the application and submit by mail to Wakefield UMC attn: Finance, Falls of Neuse Rd., Suite , Raleigh, NC 27614, by to the Finance Chair or by putting it in the Sunday collection. The application must be filled out completely to be considered. 2. If you have expenses related to this fundraiser, make sure to follow the reimbursement procedures. Reimbursement requests are subject to approval and available funds. Forms must be completed in full to be honored. You have 30 days from purchase to request a reimbursement. 3. While collecting money, keep in mind that no one should be alone with money or take money home. This is to protect those collecting the money and those giving. All funds should be counted by two unrelated people using the worksheet provided and then given to the finance committee for deposit.

2 Wakefield UMC Fundraiser Application Submitted by: Name of Proposed Fundraiser: Fundraiser for (circle one): General Fund ASP Fund Building Fund Proposed Date of Fundraiser: Has this date been cleared by Admin. Asst.? Yes No Intials: Description of Fundraiser: All fundraisers must be approved by the Finance Committee. Please make sure the information on this form is clear and concise so the committee can make a well informed decision. For Wakefield UMC Use Only Date Finance Rep 1 Finance Rep 2 Approved Not Approved

3 Reimbursement Procedures All reimbursement requests must be completed and approved as follows: Procedure: 1. A receipt should be provided for all expenses requested for reimbursement. You have 30 days from purchase to request a reimbursement. 2.Each expense should be charged to an expense type on the attached form. The amount of each expense type should be noted in the space provided by each type marked. Reimbursement will not be provided unless the expense type has been marked. More than one expense can be submitted on a form. Please provide written explanation/purpose for the expense in the Description section. Purchase approval levels: Up to $250 - church staff has discretionary ability to make budgeted purchases without prior approval $250 - $500 - Senior Pastor or Treasurer may authorize $500 - $1,000 - requires a purchase requisition and approval by Treasurer (see Exhibit B) Above $1,000 requires a purchase requisition, bids and approval by a majority of the finance committee The Purchasing Requisition must be filled out by the person or group requesting the goods and services. The Treasurer will sign the requisition which will authorize the requestor to move forward with the purchasing of the goods/services. If the purchase requires a bid, the requestor will collect the quotes, and then meet with the Treasurer authorizing the purchase to discuss the quotes and decide on a vendor. Approval: 1. Senior Pastor: The pastor s reimbursement request must be approved by the Church Treasurer or any member of the finance committee. 2. Family Pastor/Pastor Intern/Other Pastoral Staff: Reimbursement request must be approved by the Church s SeniorPastor and the Church Treasurer or any member of the Finance Committee. 3. Church Administrator: Reimbursement request must be approved by the church s Senior Pastor, or other pastoral staff member. 4. Others: Reimbursement request may be approved by the Senior Pastor, other pastoral staff member, church Treasurer or member of Finance Committee. Please mail completed Reimbursement Requests to Wakefield UMC Attn: Finance Falls of Neuse Rd. Suite Raleigh, NC Or to finance@wakefieldumc.org

4 Reimbursement Request Please refer to the reimbursement request completion form for the proper procedures and approvals before completing this form. You have 30 days from purchase to submit a reimbursement request. If there are insufficient funds in the Church budget to cover your request, reimbursement may not be provided. In these circumstances approval will need to be obtained by the finance committee. Total Amount Requested: $ Attach all receipts to this form. Expense Type/Code Amount Description If more space is needed, please attach an additional sheet. Name (Payee): Pickup check at Sunday Worship Service, or Mail check to : You cannot sign a request to reimburse yourself. (Please obtain the appropriate approval signature as noted on the Reimbursement Request Procedures. If there is no approved signature provided, a check will not be written. Your Signature: Date: Approval: Date:

5 WUMC Purchasing Procedure Any purchase of a good or service above $500 requires a purchase requisition. Purchases between $500 and $1,000 must be approved by the Treasurer and do not require a bid. Purchases over $1,000 must be approved by a majority of the Finance Committee and do require a bid. The Purchasing Requisition must be filled out by the person or group requesting the goods and services. The information that is required is as follows: 1. Definition of the need for the good or service (why) 2. Identification of the goods or service (what is needed) 3. Requested delivery date 4. Approximate cost 5. Assign account number (if known) 6. Sign the requisition 7. Secure proper approval from the person who is responsible for the section of the church s budget that will be charged. The person authorizing the purchase must: 1. Assume responsibility for the accuracy of the requisition and delivery of good/service 2. Sign the requisition The Treasurer will sign the requisition which will authorize the Church Administrator to move forward with the purchasing of the goods/services. If the purchase requires a bid, the requestor will collect the quotes, and then meet with the person authorizing the purchase to discuss the quotes and decide on a vendor. After the vendor has been selected, the church Administrator will: 1. Prepare and sign the purchase order, notifying the Treasurer 2. Maintain an electronic copy of the purchase order When the goods/service have been received, the person receiving will: 1. Sign / date the shipping document 2. Forward the shipping document to the Church Administrator to ensure proper payment 3. The Church Administrator will check the purchase request / receiving document and invoice to ensure proper receipt and proper payment

6 Wakefield United Methodist Church Purchase Requisition PLEASE PROVIDE THE FOLLOWING INFORMATION Date of request: Define the need for the good or service: Approximate cost: $ Preferred vendor: Describe the specific goods or services required: Date required by: Request submitted by: Name: Phone #: Address: SUBMIT REQUEST TO THE TREASURER FOR APPROVAL Treasurer Signature: Date: For Wakefield UMC Use Only Account # to be charged: Payment to be made by: Today s Date:

7 Count Procedures Two person teams shall be responsible for collecting and counting funds immediately after the fundraiser in a secure area. Team members should be determined ahead of time and must not be related. Additionally the same two people should not always count together. 1. Separate currency (cash), coin and checks by designated fund. a. Unless designated otherwise by donor, all offering receipts will be deposited in the General fund. b. Often, an offering may be taken for a special purpose (such as a specific mission s donation, building fund, or special offering). These items must be tracked separately and designated on the count sheet 2. Currency & Coin Each person separately counts the cash a. Separate all currency by denomination b. Count the number of bills in each denomination pile and record that number on the Cash Count Sheet on the correct denomination line in the Quantity column. c. Repeat this procedure with the coins and record them on the correct coins line in the Quantity column on the Cash Count Sheet. d. Multiply the amount in the Quantity column by the denomination amount and write the total in the Amount column. e. Total the currency and coin amount columns f. Place all cash in an envelope and coins in the coin collector 3. Checks Each person separately counts the checks a. Add all the check amounts on a calculator. b. On the Cash Count Sheet, write the total amount of the checks on the Checks line. c. Place all checks in the same envelope with the cash 4. Add total of currency, cash and checks and enter on the Total Deposit line. 5. Any variances between the counters must be investigated by recounting the amount that does not agree. 6. Once the counters agree on the amount of deposit, each counter must sign and date the Cash Count Sheet. 7. The Cash Count Sheet and funds are then provided to the designated member of the finance committee who has been assigned to record the deposit. Wakefield United Methodist Church

8 Fundraiser Cash Count Worksheet DATE Fundraiser Name: Counter 1 Counter 2 Cash # $ # $ Notes: $100 $50 $20 $10 $5 $1 TOTAL A Coins $ $ TOTAL B Checks # $ # $ TOTAL C A+B+C TOTAL Signatures Counter 1 Counter 2