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Internal Review Findings To Date
DIOCESE OF DES MOINESCHRISTIE RICEAUGUST 2019
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Internal Reviews: Overview
Started FY 2014
Completed 52/87
Not an “Audit”
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Internal Reviews: Overview
Focus on internal controls
Controls meant to prevent and/or
detect errors
Do confirm all bank and investment accounts
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Internal Reviews: Overview Sample items from major transaction areas:
Receipts (Mass collections)
Disbursements
Payroll
School tuition/fees4
Internal Reviews: Overview
Review items of importance to Fed/State
Review certain diocesan-wide policies:
E.g., Facility Agreements
5
Two Most Important Areas
Mass Collections: Life blood of a parish and
important to schools. Multiple steps involved.
Reconciliations: Compare internal financial
records with financial institution’s. Helps
ensure that all activity is recorded.6
Mass Collections
Goal: Protect gifts from point of collection to
the point of depositing at the bank.
Step 1: Use pre-numbered Tamper-resistant
Bags (TRBs).
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Mass Collections
Pre-Assign TRBs:
Use Bag Tracking Form
Write Mass date and time
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Bag Tracking Form
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Mass Collections
Pre-Assigner:
Secure unused, unassigned TRBs
Should have no access to uncounted funds
Ensure counters are verifying TRB #s
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Mass Collections
Count Room Readiness:
Room away from the crowd with a door
Everything needed already there
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Mass Collections
Always at least 2 unrelated people
Ushers combining gifts into TRB
• Ushers sign TRBs
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Mass Collections
Ushers secure the sealed TRBs
Drop Safe
At the Altar
13
Mass Collections
2 unrelated counters get TRBs
Take to counting room
Complete Bag Tracking Form
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Bag Tracking Form Finished
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Mass Collections
Count Process: Provide detailed instructions
Parish Resource Manual, pp. 18-19
Involve 2 people in each aspect:
Loose checks and cash
Envelopes and contents16
Mass Collections
Count Sheet:
Write down totals
Place for Counters’ signatures (legibly )
Place for TRB #
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Mass Collections
3-part Deposit Slip:
One stays in book
One goes with deposit to bank
One goes with count sheet to bookkeeper
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Mass Collections
Counters take deposit to bank
Use pre-assigned TRB
Two Take: Security in numbers
• Not bookkeeper/tithe recorder
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Reconciliations
What’s important?
Timely prep and review of reconciliations.
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Reconciliations
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Most Frequent CommentsMass Collections:
Not tracking TRBs
Access to uncounted funds
Need more detailed count instructions
Recounts22
Most Frequent CommentsReconciliations:
No review
Problem with uncleared items
No reconciliation
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Most Frequent Comments PayrollW-4s not matching with actual pay calculation
Timesheets not being completed/approved
Approval of payroll being processed
Timeliness of 403b payments
Missing 403b forms: Approving 403b
deduction/Declining 403b participation24
Most Frequent Comments Payroll (con’t)
Worker: Independent contractor or employee?
Gift cards to volunteer musicians/catechists
I-9s not properly completed
Fr.’s Annual Housing allowance letter forgotten
Employee bonuses not on W-225
Most Frequent Comments Disbursements (Non-payroll):
No approval noted
Lack of supporting documentation
• Mileage: Need purpose, start & destination pts.
Missing 1099s and W-9s
Use Tax not paid26
Most Frequent CommentsRaffles/Bingo:
Gambling license needed
Sales tax owed on ticket sales
W2-G: Fed and State: Based on prize/ticket $
Annual Gambling Report : State: Due in Jan.27
Most Frequent Comments IT
Not using separate computer for online banking or
using the banking computer for online browsing
No written password policy
No email spam filter; anti-virus not current;
multiple anti-virus software packages
No established back-up procedures28
Most Frequent CommentsOther Comments
Bookkeeper also a signer on bank accounts
Payroll withholding accounts with old balances
Fin. Council: Missing minutes or < 4 meetings
FC does not get Dedicated Accounts Statement
Dedicated Account balances not remitted/in error29
Vehicle & Driver Safety Policy
Too complex??
Purpose: Provide for the safety of the drivers driving on behalf of the church and any passengers.
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Vehicle and Driver Safety Policy
Applies to 2 groups:
Employees
Volunteers
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Vehicle and Driver Safety Policy
Employees: If expected to drive for job
Meetings
Purchase of church/school supplies
Drive to bank32
Vehicle and Driver Safety Policy
Volunteers: If driving on a “regular basis”
Eucharistic minister
Purchase of church/school supplies
Faith Formation retreats/activities
Bank deposits33
Vehicle and Driver Safety PolicyWhat is needed for prospective drivers:
Valid driver’s license (at least 21)
CMG’s Defensive Driving online course
Motor Vehicle Record (MVR: Dio or CMG)
Private Vehicle Use App
Volunteer Driver App (volunteers only)34
Questions
35
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