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L Leadership Academy May 2, 2015 Finance, HR and Administration Best Practices Presented by Julie Young Treasurer Canon for Finance and Administration

Everything you ever wanted to know plus things you didn’t. . . • Manual of Business Methods • My phone number and email address: 619-481-5453 [email protected]

Financial Management • Approve a balanced budget and manage finances accordingly – Create an effective stewardship plan – Take only a 4-5% payout from investments – Let your property work for you! (Session 3 Workshop)

Accounting: Cash vs Accrual • Cash: Income is recorded/dated when it is received and expenses are recorded/dated when they are paid • Accrual: Income is recorded/dated when it is earned and expenses are recorded/dated when it is incurred Both are acceptable methods for use by congregations. If cash accounting is used, it is recommended that all unpaid bills should be recorded as a liabilities at the end of the year. (Business Manual p. i-4)

Financial Statements • Statement of Activities (also known as Income Statement or Profit & Loss (P &L) Statement • Statement of Financial Position (commonly known as the balance sheet) Understand how to read Make sure they are provided to vestry Ask questions (there are no dumb questions)

Income Statement (P&L) Income Statement February 2015 February Actual

Year to Date





Revenue Pledge


























































Expenses Personnel

Net Income (Loss)

Balance Sheet Statement of Financial Position Three Components: •Assets: Bank and Investment Accounts, Property, Accounts Receivable •Liabilities: Mortgages, Payables •Net Worth/Net Assets Assets - Liabilities = Net Worth/Net Assets

Statement of Financial Position, cont’d NET ASSETS Categories •Permanently Restricted: Funds restricted by donors in perpetuity. Commonly known as endowments – Earnings from endowments are considered temporarily restricted

•Temporarily Restricted: Funds that are donor restricted for a specific use or for a specific time

Statement of Financial Position cont’d. • Unrestricted Net Assets – Designated: Funds that the vestry has set restricted for a certain use • Designated funds can be permanently or temporarily restricted funds – Example of temporarily restricted: Property reserve Permanently restricted: Quasi-endowment

• Designated restrictions can be changed by vestry vote Unrestricted: Assets that have no restrictions put on them.

Balance Sheet February 28, 2015

Cash and Investments Checking

Net Assets $3,330

Temporarily Restricted




Total Current Assets


Building Fund Altar Guild

Fixed Assets

Pastoral Fund

Church Building


Church Land




Less Accumulated Depreciation


Total Fixed Assets


$4,569 $23,599 $2,359 $599

Total Temporarily Restricted


Permanently Restricted




Total Net Assets



Total Assets


Liabilities Note payable on church


Cash Flow Statement • In cash accounting, cash flow will equal the net income (loss) on Income statement • In accrual accounting, cash flow will be equal to net income (loss) on income statement plus any changes on balance sheet (e.g. accounts payable)

Cash Flow Example Cash Flow Year to Date Cash Flow Year to Date 28-Feb-10 December 31, 2014

Income Loss NetNet Income

-$466.00 $1,000.00

Adjustments Adjustments Pension Payable Pension Payable Accrued Vacation

Beginning Cash Beginning Cash Net Cash Flow Net Cash Flow Ending Cash Ending Cash

$500.00 $500.00 $2,000.00

$15,295.56 $11,829.56 $34.00 $3,500.00 $15,329.56 $15,329.56

Clergy Discretionary Fund • Canon III.9 provides that the “loose offering” at one Sunday a month is designated for the rector’s discretionary fund. Others can make contributions to the fund as well. • Generally recognized that fund is to be used for “pious and charitable” uses consistent with the church mission • Cannot be used for personal use or gifts

Accounting for Discretionary Fund • Two Methods – All gifts made to the fund and all expenditures from the fund are handled from the church operating account – Or vestry may approve a separate account. • All gifts to the fund are deposited in the general account and then transferred into discretionary account • Bank statements are sent to someone other than the rector who should verify that deposits and review checks written against backup material provided. • Cash Disbursements are discouraged • Subject to audit

Internal Controls

• Goal: to prevent or identify errors as well as potential misuse of funds. • Objectives: – Adequately safeguard cash and other assets – Ensure all transactions are documented and authorized – Expend funds in accordance with donor restrictions – Provide accurate and timely financial reporting

Internal Controls Key Elements • Segregation of duties: All steps in transactions should NOT be handled by one person • Authority Levels • Documentation and record keeping • Independent reviews • Review Internal Control Questionnaire on page II-8 of Manual of Business Methods in Church Affairs

Cash Controls • Sunday Offering: – Two Counters should count the money after the services and put in sealed envelope with the amount and their signatures on it. Counters should rotate – Separate individual should make the deposit – Ideally, separate person should record deposit

• Petty Cash: Petty cash should be counted by person not in charge of cash. Verify amount against receipts

Reconciling Bank Accounts • Bank Accounts should be reconciled monthly. • Person that is not a signer or processing the checks should open the bank statement • Person that is not reconciling the account should review the monthly reconciliation

Payroll • Risks: – Overpaying existing employees – Paying fictitious employees – Failure to recover advances

• Payroll should be checked or recorded by someone other than the person processing payroll • Make sure proper documentation of advances, pay rate, time sheets and advances is available • Use a payroll service

Use a Payroll Service Do you really want to worry about making sure W2’s and Form 941’s are filed? Do you really want the potential liability of unpaid payroll taxes?

Make Sure an Audit is Conducted • Annual audits are required by the Canons of the Episcopal Church for all parishes, missions and other institutions • Designed to protect the assets of the organization as well as the people handling those assets • Diocesan audit guidelines and workbook:

Insurance • Minimum Insurance Requirements recently approved by diocesan executive council: – If Church Insurance Agency is your carrier, your insurance meets the minimum – If you don’t use Church Insurance Agency, a certificate of insurance naming the diocese as “additionally insured” must be provided annually

Property needs more than routine maintenance Recommend a physical property evaluation and establish a property reserve • Diocesan Property Committee is embarking on a deferred maintenance project designed to help churches identify needs and create a replacement reserve schedule • More info in property workshop, session 3

Replacement Reserve Schedule Year 1

Year 2

Year 3


Year 4




Organ restoration


Reserve payment





End of year balance





Property Usage Hot of the presses! Property Usage Guidebook: Everything you need to know to maximize revenue generation in a sound manner ******Come to session 3 Property Workshop to hear more!

Human Resources Guided by • State Employment Law • The Episcopal Church Canons • The baptismal covenant: Strive for justice and peace among all people and respect the dignity of every human being

Classification of Employees and Other • Employees – Exempt – Non-Exempt

• Independent Contractors

Classification, Cont’d • Exempt Employees: Paid by the job and not by the hour – Must be paid more than 37,440 per year (CA) • This CANNOT be prorated for part time employees • Increases to $41,600 January 1, 2016

– Must be managerial or other specialized skills

Classification, cont’d • Non-exempt – Minimum wage in California $9.00 per hour ($10 per hour January 1, 2016) – Paid by the hour: MUST turn in a timesheet and be paid according to that time sheet, stipends, salaries and comp time not legal – Must be paid overtime for more than 8 hours per day or 40 hours per week – CANNOT volunteer in the same capacity as they are paid – Sextons and organists typically should be nonexempt

Employees, etc • Put offer in writing and have signed by employee and you or warden • Position is “at will”; except in extraordinary circumstances, do not want to specify term of offer • Specify classification, compensation, hours and reporting relationship

• HR resources available: – – arc/

Independent Contractors – Have control over how they deliver the job – Request Certificate of Insurance naming church as additionally insured, W-9, and (if applicable), copy of license – Have a written contract specifying scope, pay and term – Provide 1099 at the end of the year that includes gross payment to contractor if total payments exceed $600

Promoting A Healthy Workplace Pay attention to people (ask how their weekend was, how did the piano recital go. . . ) Listen to what your staff members have to say. Use powerful, positive language in your interaction with others. Praise in public. Put praise in writing. Criticize in private. Keep your commitments to staff.

Provide annual evaluations in writing.

Safeguard God’s People • Now online! • Make sure background checks are conducted • Make sure Safeguarding God’s People is completed by key volunteers and employees

Denominational Health Plan • Requires clergy and lay employees working 1500 hours per year or more must be offered same benefit through Church Medical Trust • New Clergy Letters of Agreement must be in compliance • Parishes must create their own policy that is in compliance with diocesan policy •

Lay Pension Plan • A pension plan must be offered to all lay employees who work greater than 1,000 hours per year. • Must contribute at least 5 % and match at least 4% of employee contribution • Must use Church Pension Group unless school has TIAA-CREF plan • Schools can transition to full compliance; current requirement is 2% base and 1% match • nsions-lay-employees/overview/

Unemployment Insurance Currently, missions are required to offer unemployment insurance through the state unemployment program and parishes are encouraged to do so.

Key Deadlines • January 31: W2’s and 1099s • February 15: Property Tax Exemption Claim Form Due to County • February 1: Parochial Report • September 1: Audit Report • November 1 : Mission Share Pledges due; payments due 15th of each month

Thank you for coming! • Don’t forget to sign attendance form so you will receive finance and admin enews and fill out an evaluation form • Online evaluation available at .