FINANCIAL POLICIES AND PROCEDURES FOR PARISHES & SCHOOLS DIOCESE OF VENICE IN FLORIDA 1000 Pinebrook Road Venice, Florida 34285 DioceseofVenice.org/Finance Revised 2018 FINANCIAL POLICIES AND PROCEDURES FOR PARISHES AND SCHOOLS Table of Contents I. Parish and School Administration ................................................................................... 6 Acts of Ordinary Administration ............................................................................................ 6 Acts of Extraordinary Administration .................................................................................... 7 II. Incorporation ................................................................................................................... 8 III. Parish and School Finance Councils ............................................................................... 8 Cooperative Decision Making Between Pastor/Administrator or Principal and the Finance Council ................................................................................................................................... 9 Membership ............................................................................................................................ 9 Meetings ............................................................................................................................... 10 General Functions ................................................................................................................. 10 Special Functions ................................................................................................................. 11 IV. Bank Accounts, Petty Cash and Change Funds ............................................................ 12 Operating Checking Accounts .............................................................................................. 12 Auxiliary Bank Accounts ..................................................................................................... 13 Petty Cash and Change Funds .............................................................................................. 14 V. Debit and Credit Cards .................................................................................................. 15 VI. Diocese of Venice Savings & Loan Trust Fund ............................................................ 16 Loans .................................................................................................................................... 16 Deposits ................................................................................................................................ 16 VII. Accounting and Financial Reporting for Parishes and Schools .................................... 16 VIII. Cash Disbursements and Purchase Orders .................................................................... 18 IX. Capital Expenditures ..................................................................................................... 20 Approval Requirements ........................................................................................................ 20 X. Contracts ........................................................................................................................ 21 XI. Real Estate ..................................................................................................................... 22 General ................................................................................................................................. 22 Sale of Real Estate or Interest Therein ................................................................................. 23 Purchase of Real Estate ........................................................................................................ 23 Donation of Real Estate ........................................................................................................ 24 XII. Compensation and Tax Reporting ................................................................................. 24 Employee vs. Independent Contractor ................................................................................. 24 Financial Job Positions ......................................................................................................... 26 Clergy ................................................................................................................................... 27 2 Revised 2018 FINANCIAL POLICIES AND PROCEDURES FOR PARISHES AND SCHOOLS Religious Order Payments .................................................................................................... 27 Compensation ....................................................................................................................... 27 Reimbursements ................................................................................................................... 28 Housing Allowances ............................................................................................................. 28 Food Allowances .................................................................................................................. 28 Tax Forms ............................................................................................................................. 29 XIII. Tax Obligations ............................................................................................................. 30 Federal Tax Obligations ....................................................................................................... 30 State and Local Tax Obligations .......................................................................................... 31 XIV. Diocesan Self Insurance Program ................................................................................. 32 XV. Employee Personnel Records ........................................................................................ 32 XVI. Conflicts of Interest ....................................................................................................... 34 XVII. Parish & School Financial Reviews .............................................................................. 35 XVIII. Donations and Bequests ................................................................................................ 35 Donor Acknowledgements ................................................................................................... 36 Quid Pro Quo Donations ...................................................................................................... 38 XIX. Use of Facilities - Parish/School/Diocesan Sponsored Group ...................................... 39 XX. Use of Facilities by Outside People/Groups .................................................................. 39 XXI. Guidelines for Use of Facilities Off Campus ................................................................ 41 XXII. Rental Income/Licensing Fees ...................................................................................... 41 XXIII. Items Specific to Parishes .............................................................................................. 42 Offertory Collections ............................................................................................................ 43 Stole Fees and Mass Intentions ............................................................................................ 44 Mass Stipends ....................................................................................................................... 44 Other Parish Cash Receipts .................................................................................................. 45 Parish Ministries and Auxiliary Organizations .................................................................... 45 Diocesan Assessment on Parishes & Missions .................................................................... 47 Memorial Gardens and Columbariums ................................................................................ 49 XXIV.Items Specific to Schools .............................................................................................. 49 Tuition .................................................................................................................................. 49 Student Fees ......................................................................................................................... 50 Convenience Fees ................................................................................................................. 51 Miscellaneous Income/Cash Receipts .................................................................................. 51 Auxiliary Groups .................................................................................................................. 52 3 Revised 2018 FINANCIAL POLICIES AND PROCEDURES FOR PARISHES AND SCHOOLS Recording Tuition ................................................................................................................. 53 School Budgeting Procedures .............................................................................................. 53 Parish Tuition Assistance Policy .......................................................................................... 54 Accounts Receivable and Collections .................................................................................. 55 4 Revised 2018 FINANCIAL POLICIES AND PROCEDURES FOR PARISHES AND SCHOOLS Appendices Appendix A UNIFORM CHART OF ACCOUNTS