CHURCHES OF CHRIST WESTERN AUSTRALIA - BOOKKEEPING SERVICES 1

To apply please contact

Natalie Burgis | Natalie.burgis@cocwa.com.au

B O O K K EEP I N G PAC KAG E

CHURCHES OF CHRIST WESTERN AUSTRALIA - BOOKKEEPING SERVICES 2

Package benefits include:

• Real time financial data accessible anywhere and anytime on any device. (Xero accounting software)

• No more hassles handling bank reconciliations, bills, receipts, invoices, payroll, annual leave tracking, superannuation, long service leave contributions and EFBT.

• Assistance with GST and quarterly BAS.

• Extra assistance from the CoCWA Finance Team. Someone will always be available to help Tuesday-Thursday, 50 weeks per year.

• Monthly and Annual reporting.

CoCWA Bookkeeping Package

One of the biggest challenges churches face is keeping their financials in order. As part of our ongoing support for Churches of Christ in WA we are offering a bookkeeping package.

This service is designed to give your church full accounting department functionality provided by COCWA Financial staff.

The CoCWA Bookkeeping package starts at $300 per month (+ GST) for a small church.

The first 3 months is free to allow for setup and training.

• We will liaise with your Auditor. For smaller churches, we can provide your church with a statement declaring that your annual financial report is in good order provided by the COCWA Finance Committee.

• Assistance with your tax exempt status with ACNC information if required.

• Xero licence fee is included in our package.

• Initial training provided by CoCWA. Xero is easy to use and requires no specialist knowledge.

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Benefits of the Xero Accounting Software

• All of your financial information is kept in one place. Xero is cloud-based so you can keep selected staff or stakeholders (such as your treasurer and pastors) up-to-date.

• Its user-friendly dashboard means you can easily stay abreast of your financial situation (i.e. money coming in, outstanding bills and bank balances.)

• Xero integrates with your CCFS bank accounts, so the information you work with is always up-to-date. A wide range of reports are available and easy to produce (including Profit and Loss reports and Balance Sheets).

• There’s a mobile app, so you can access information anywhere, anytime.

Benefits to your Church treasurer

• Payroll and other key financial functions become much simpler – all these common processes are streamlined and automated within Xero.

• You can monitor and track staff leave from the same central portal.

• Receipts can be stored electronically so there is no longer a need to keep print copies.

• Financial reports are easy to access.

• All of the banking products you need are tailored to suit the needs of your local church. CCFS provide a Relationships manager who is available to provide hands-on assistance and support. CCFS are the preferred lender for CoCWA Churches.

What your church continues to do

• Banking – depositing cash and cheques and emailing CoCWA of details.

• Issuing Cheques – email CoCWA with a copy of the issued cheque.

• Token off on all payments. CoCWA will only upload payments.

• Prepare the budget and supply to CoCWA 1 month before end of financial year.

• Lodge and sign the BAS.

• Authorise leave, sets salary etc. – Notify CoCWA on all changes to staff, hours, allowances etc.

• Authorise all accounts payable and email to CoCWA.

• Petty Cash.

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What we need from the Church

If your church would like to apply to take advantage of the CoCWA Bookkeeping package, we will need you to include the following information in your application:

EMPLOYEES CONTRACTS

� Start Date, hours and days, holidays, conditions, allowances, EFBT. � Employee written agreement to align pays with CoCWA cycle (Fortnightly pay). � Long service leave provisions. � Board policy on EFBT & GST.

GOVERNANCE DOCUMENTS

� Constitution. � Financial Policies and Procedures.

BANK ACCOUNT

� Authority to access current bank accounts. � List of all authorities on current account. � Set up a Churches of Christ Financial services (“CCFS”) Account.

� Deposit Account � Cheque Book (if required)

� Merchant Facility (if required)

� Credit card (if required) � Push Pay

XERO SUBSCRIPTION

Minimum Premium 5 (This is necessary as it has automated superannuation) The cost is $51/ month included in the monthly bookkeeping fee. If a church is not with Xero this can be set up by CoCWA.

� New Employee set-up form (supplied by CoCWA – employee to fill in).

� Current financials (end of month Profit and loss, balance sheet and chart of accounts) list of all outstanding Account payable, Account Receivables and Expense Claims.

� Access to old accounting system/ backup files. � Contacts database – Employees, Suppliers, customers. � CoCWA access to Xero (Advisor, Payroll Admin, Contact Bank Account Admin, Manage User, Subscriber). � Xero Bank Feed form.

MEETING

� Brief meeting with current treasurer to discuss and get an overview of church operations. � Training sessions with all Xero users (i.e. treasurer, staff, chairperson etc.).

Please send all applications and associated material to Natalie Burgis at Natalie.burgis@cocwa.com.au

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LETTER OF UNDERSTANDING

Signed letter of understanding outlining how bookkeeping services work and responsibilities and authorities.

RESOLUTIONS FROM YOUR CHURCH BOARD

� “That [Insert name of Church] move their bookkeeping to Churches of Christ in Western Australia Bookkeeping Services.”

� “That Churches of Christ in Western Australia Inc. finance staff have authorisation to do all things necessary to operating the financial accounts of [Insert name of Church]”

� “That [insert name of 2 CoCWA staff member] Bookkeeper with Churches of Church of Christ Bookkeeping Services be an authorised signatory on all [Insert name of Church] bank accounts.”

� “That [Insert name of Church] change their accounting package to Xero. “ “That [Insert name of Church] open a Churches of Christ Financial Services Account. The signatories to be [insert name of two or three signatories] and [insert name of 2 CoCWA staff persons]”

Please send all applications and associated material to Natalie Burgis at Natalie.burgis@cocwa.com.au