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MASS COLLECTION COUNT –COMING OUT OF COVID
CHRISTIE RICE – MAY 25, 2021
DIOCESE OF DES MOINES
WHERE ARE WE TODAY?
1. Some parishes have started using ushers again for Mass collections.
2. But there may be more still using receptacles at the back or outside the worship space, e.g., baskets, boxes
3. Many parishes have 2 people do the money count, but in some cases they may be related. In some cases, only 1 person does the count.
KEY CONTROLS FOR NOW
1. Dual Controls – Always. 2 unrelated counters
KEY CONTROLS FOR NOW
1. Dual Controls – Always. 2 unrelated counters
2. Use, assign, and track Tamper-Resistant Bags
KEY CONTROLS FOR NOW
1. Dual Controls – Always. 2 unrelated counters
2. Use, assign, and track Tamper-Resistant Bags
3. Secure ASAP Deposit ASAP
KEY CONTROLS FOR NOW
1. Dual Controls – Always. 2 unrelated counters
2. Use, assign, and track Tamper-Resistant Bags
3. Secure ASAP; Deposit ASAP (after counting)
4. Segregate counting and recording duties
MAJOR STEPS
1. Tamper-resistant bags (TRBs)
a. Weekend TRBs available to ushers/counters
b. Assign on Bag Tracking Form
BAG TRACKING FORM EXAMPLE
MAJOR STEPS
1. Assign Tamper-resistant bags (TRBs)
a. On Bag Tracking Form
b. Weekend TRBs available to ushers/counters
c. Secure stock of TRBs
MAJOR STEPS
2. Collection of Gifts – Receptacles, not ushersa. Locked receptacle that can’t “walk away”
MAJOR STEPS
2. Collection of Gifts – Receptacles, not ushersa. Locked receptacle that can’t “walk away”
b. Receptacle opening fits envelope, not fingers
c. 2 unrelated counters access and place contents in assigned TRB, seal, and sign.
d. Secure TRB until counters ready to count
MAJOR STEPS
2. Collection of Gifts – Ushersa. Combine contents of baskets into TRB (2 unrelated ushers)
b. Ushers take gifts to secure location ASAP
MAIL/WALK-IN MONIES (Sidebar)
Examples of locked containers
MAIL/WALK-IN MONIES
1. Limit # people who have access to locked contents. Provide good control over keys or combinations.
2. Dual control – even with checks
3. Counters could process with Mass collection.
a. Complete info form for non-tithe items
MAIL/WALK-IN MONIESExample of info form for non-tithe items
MAJOR STEPS
3. Get count room ready – staff or counters
4. Two unrelated counters present when bag(s) opened
5. Two unrelated counters verify bag # and sign Bag Tracking Form. If different #s, note on form, tell pastor.
6. A counter writes in date and TRB# on Count Sheet.
COUNTING
Some count teams will have one person balance envelopes and their contents, one do loose checks, and one do loose cash/coin.
We recommend that the counters first segregate and group items, then process items so that 2 counters are balancing each group of items. Confused? See slides 19 - 24.
PROCESSING TRB CONTENTS
1. Counters sit at the same table.
2. Begin with sorting the following into pilesa. Envelopesb. Loose checksc. Cash
PROCESSING TRB CONTENTS
Counter 1: Segregates envelopes & contents
a. Write $ amount on envelope, if needed
b. Write check # on envelope, if check.• Make separate piles for these envelopes and checks
c. Write “Cash” on envelope, if cash• Make separate piles for these envelopes and money
d. Set the above four piles aside
PROCESSING TRB CONTENTS
Counter 2: Loose checks and plate cash
a. Run a tape on plate cash. Set aside.
b. List payer/$ amount/check #/date of loose checks on the Count Sheet or on a separate form• If several, set aside to copy later
• Addresses of visitors
c. Help Counter 1 with envelopes when done
LOOSE CHECK FORM (3 forms to a page)
CREATING “TAPES”
Counter 1: Runs tapes on supporting documentation
a. Runs tape on amounts written on check envelopes
b. Runs tape on amounts written on cash envelopes
c. Runs tape on list of loose checks or loose check copies
d. Runs a second tape on cash
CREATING “TAPES”
Counter 2: Runs tapes on money
a. Runs tape on checks from envelopes
b. Runs tape on cash from envelopes
c. Runs tapes on actual loose checks
d. Already ran tape of plate cash
COMPARE TAPE TOTALS (C = Counter)
C1 Envelope Check Total = C2 Checks from Envelopes Total
C1 Envelope Cash Total = C2 Cash from Envelopes Total
C1 Loose Check List = C2 Actual Loose Checks Total
C1 Plate Cash Total = C2 Plate Cash Total
Find reasons for any errors and correct.
COUNT SHEET• Counter 1: Completes in ink
• All counters: Sign
TO THE BANK!•Counter 2 prepares multi-copy deposit slip
• Attaches one copy to Count Sheet. Verifies amounts agree.
•Counter 2 takes deposit to bank (better if both counters go)• Place deposit in TRB and seal. Can use locking bank bag. Counters
should not have access to bag key.
or to
AFTER THE COUNT
Reconcile income recorded in ParishSOFT Accounting with income recorded in ParishSOFT Family Suites (Tithe record). Do it weekly at first. If all is well, do it monthly.
2nd person should review and document the review with a signature or initials.
