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Diocesan Treasurer's Information:
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Counting, Making Deposits, and Tracking DonationsA process that protects the counters and reduces the chance of theft should control counting cash donations. I recommend that the plate donations be stored in a secure area as soon as possible after the collection has been taken. The collection should be kept secure until the counters are ready to begin their task. Two people should always count the checks and cash received from the plate collections. The parish treasurer should not be one of the counters. If possible, counters should be scheduled in advance for this task. As the envelope and check donations are counted, the amounts and category of the donation should be noted next to the donor’s name. Several copies of a list of parish members and donor names can be made available to the counters. One copy of the list can be filled in manually. If the list is an electronic spreadsheet, setting up automatic totals will help confirm the amounts received and to be deposited. One of the counters or another assigned parishioner should deposit the funds in the bank as soon as possible.
Acknowledging DonationsMost parishes send end-of-the-year statements to members. This is a good practice because it is another way of confirming that donations have been received and properly recorded. All individual donations of $250 or more must be individually acknowledged by a letter stating that the donor has not received any goods or services for the donation. The donor must receive this letter prior to filing an income tax return for the year in which the donation was made. |
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