Collection Counting

Collection Counting Policy

To handle collection monies in a responsible and timely fashion, UUFD needs to have an agreed upon set of practices for handling the collection of donations received at services. This policy is intended to clearly set out the general practices to be followed.

  1. One person will be designated as the Counter for each service. The Treasurer will circulate a sign-up sheet as needed to a group of members who have agreed to be counters and have been trained for the position.
  2.  The Counter is responsible for counting the collection money. The Counter will ask another member of the congregation to assist with the counting on the day of the service. This person does not have to sign up in advance and does not need to be trained.
  3.  Following the steps described on the instruction sheet, these two members will complete and sign Form #1 and Form #2.
  4. Form #1 will be placed in the Treasurer’s mailbox by the assisting member. The Counter will drop Form #2 and the deposit envelope with the collection money and stamped checks in the slot of the office lock box. The key (or combination) for office safe will be held only by the Office Manager, the Treasurer, and the Board President.
  5. On the next day the office is open, the Office Manager will enter the collection information in the office accounts using the information on Form #2 and will make the deposit at the bank.
  6. Each week the Treasurer will check the online bank account to verify that the deposit amount listed on Form #1 matches the deposit to the bank.

 

 Collection Counting Procedures

It is important that the collection monies be handled in a responsible and timely fashion. To ensure this, the member designated as the Counter for a particular service is responsible for following the steps below.

  1.  The items you will need for counting the collection funds are in a folder in the Treasurer’s mailbox. The folder contains the counting forms, pens, and a calculator.
  2.  You will pick up the collection basket when the service ends and ask another member of the congregation to assist with the counting. (The assisting member does not sign up in advance.)
  3.  Please complete all requested information on Forms #1 and #2. Both you and the member helping you count should check the entries and sign both forms.
  4. The member assisting you should place Form #1 in the Treasurer’s mailbox before leaving after the service. 
  5. Youplace Form #2 and the deposit envelope containing the collection cash and checks in the drop slot of the lock box in the office before leaving after the service.
  6.  You return the folder with the counting materials to the Treasurer’s mailbox.
  7.  Form #1 will be placed in the Treasurer’s mailbox by the assisting member. The Counter will drop Form #2 and the deposit envelope with the collection money and stamped checks in the slot of the office lock box. The key (or combination) for office safe will be held only by the Office Manager, the Treasurer, and the Board President.
  8.  On the next day the office is open, the Office Manager will enter the collection information in the office accounts using the information on Form #2 and will make the deposit at the bank.
  9.  Each week the Treasurer will check the online bank account to verify that the deposit amount listed on Form #1 matches the deposit to the bank.