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C3-1 Responsibilities

Page history last edited by Bonnyville Baptist Church 5 years, 7 months ago


March 2014

Finance – Management










1.         The Administration Team is delegated and authorized by the Board to handle the financial matters for the church.  The Senior Pastor and Administrator are non-voting ex-officio members of the Administration Team (C/R – Bylaws and Board Governance Manual).  The Administration Team sets and amends financial policy and practice.   The Administration Team may not allow more operational funds to be expended than have been received in any financial year unless approved by the board, or funds to be expended on operations not included in the strategic plan, or reserves to be expended that have not been approved for spending by the church.   The Team must notify the board in a timely manner of any financial event which could affect the financial security of the church.



Ideally the same person should not make deposits, write cheques and reconcile bank accounts.  If this is not possible because your ministry is small, then someone should review this work on a regular basis.  CCCC “The Importance of Internal Control”   (C/R C-4 Control)





2.         The Administrator (or other individual designated by the Administration Team) is responsible for handling the day to day financial matter of the church in accordance with established policy/practice and for keeping the Administration Team apprised of the church’s financial position.  The Administrator ensures the Sunday Offering is deposited as soon as possible to avoid keeping large sums of cash on site.  The Administrator also signs all Government returns except the Annual Charities Return, i.e. GST returns, T4 (payroll) and T5007 (statement of benefits) summaries, Clergy Residence Deduction forms and verification of continuing employment for requests to reduce deductions at source, Records of Employment, etc.  The Administrator should review all bank statements. The Administrator is not an authorized signer for cheques unless specifically authorized by the Board and processed as such by the bank.  The Administrator is directly accountable to the Senior Pastor and indirectly accountable to the Administration Team.


3.         The Donations Clerk (or head teller) is responsible for maintaining a record of individual’s giving and for providing regular donors with an semi-annual statement of their donations (June and early December).  In addition the Donations Clerk provides each donor with a tax receipt which includes a report of donations by category for the year.  The Donations Clerk is accountable to the Administrator.


4.         The Tellers are responsible for counting the Sunday Offerings during the 2nd worship service each Sunday.  Two tellers must be present to count the offering, one of whom must be a member of the church.   They are recruited by and accountable to the Administrator.   They are responsible for completing a Teller’s Sheet and the deposit book and for sealing the deposit in a night deposit bag and leaving the deposit in a non-visible pre-determined location in the Administrator’s office.   They are to make one photocopy of the completed Tellers Sheet which is to go to the accounting clerk – the original together with attachments (envelopes/copies of cheques for new donors) is to be sealed in an envelope and given o the Donations Clerk.


5.         The Administrator’s Assistant (or accounting clerk) is responsible for entering all receivable and payables into Simply Accounting, for payment of all disbursements form the invoice or expense claim, for preparing payroll cheques, and for reconciling the bank account(s).   The accounting clerk is also responsible for preparing the tellers sheet of donations and payments made by debit, for providing a copy of this to the Donations Clerk at month-end and for reconciling the totals to the statement provided by the point of sale company.   The accounting clerk also completes the weekly record of offerings section of the worship attendance/offering report.   The accounting clerk is accountable to the administrator.


6.         The Receptionist forwards the weekly record sheet of offerings and attendance to the Senior Pastor after completing the attendance and includes the amount of the offering in the bulletin (month-to-date is included, not each individual Sunday).  The receptionist is accountable to the administrator.


7.         The Signers (individuals authorized by the board and processed as such by the bank) are responsible for signing all cheques and contracts for goods and services.  (C/R – Bylaws)  Signers are accountable to the Board.


8.         The Ushers collect the offering and ensure it is either given to two tellers or is sealed in a bag/envelop and dropped through the slot in the administrator’s door.   While the Ushers are accountable to the Worship Pastor, they must be directed by the administrator concerning processing of the offering.

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