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Offertory, Collections & Cash Management Resources
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Offertory, Collections, and Cash Management Resources
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Proper cash management procedures are critical to ensure that offertory, other collections, donations, and deposits are accurately and completely recorded. These procedures, when effectively and adequately implemented and followed, provide transparency, accountability, and accurate accounting and reporting of parishioner and other contributions. Proper cash management is the responsibility of all and range from the ushers to the money counters, business managers and pastors.
The following procedures and templates are designed to guide the parishes in proper and effective cash management:Cash Management Area Resource Name/Link Resource Description General/All Offertory Collection Procedures Detailed procedures for all aspects of collecting, counting, depositing, and recording offertory and other contributions Ushers Usher Offertory Collection Procedures Detailed procedures for the collection of the weekly offertory by the ushers, including the roles, responsibilities, and expectations of the volunteers performing those duties Ushers Bag Control List A form / template to be used by the ushers in recording who served mass, how many bags were used, and the bag tag # associated with those bags. Money Counters Counter Procedures Detailed procedures for the counting & depositing of the offertory and other contributions by the money counters & other relevant parish personnel, such as the business manager. Money Counters Money Counters Report Form A form/template for summarizing and recording the collections by collection type (i.e., envelope, loose cash, check, etc.), by campaign (i.e., regular offertory, parish share, votive, etc.), and by other types of donations such as flowers, weddings, etc. Money Counters Single Form Money Counter Report A form / template for summarizing and recording the collections by mass time & bag # and by loose cash vs. envelope, etc. Money Counters Loose Checks Form A form / template for listing loose checks (i.e. not in a designated offertory envelope) collected during mass or received in some other way. Money Counters/Business Managers/Other Volunteers Collection Deposit Summary Form A form / template for preparing the deposit and a checklist to ensure that all of the collection and posting procedures were performed (i.e. prepare deposit, take deposit to bank, post accounting record, post contribution record, etc.). The form also captures the signature and date of each person / volunteer / employee completing each step. Business Manager/Other Volunteers Posting Procedures Detailed procedures to post the deposits and the associated contributions to the parishioners’ records.
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