Tasks - Business Office/Finance   0074-01              ZZall

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                            TO: Interested Ministries                                                    FROM: Jim Bramer, Retired Auditor-CPA
                                                                                                                              FILE: 0074-01/all

                             RE: Tasks -- Business Office/Finance                           Originated:  June 1996                                       


        Below is a list of the usual Business Office Tasks ... with emphasis to finance matters.   Notice that we have provided columns so these tasks can be assigned to the Bookkeeper (or Business Administrator) , Named Official and to the Ministry Finance Team - MFTeam)  itself.
        Of course, these are guidelines, as you will want to personalize to your specific staff/volunteer role and to your exact financial responsibilities. 
        Let us know at   Jim@bcidot.org  if you would like more information or if you would like this web page as a Word doc.


    (1)Finance   Named

         TASK DESCRIPTION

    Administrator

  Official

MFTeam

             General

1. Hire, fire  Business Office staff

________

________

________

2. Cash Flow Management

________

________

________

3. Determine priorities of cash outflow

________

________

________

4. Establish and maintain Bank relationships

_______ _______ _______

5. Authorize purchases-function as primary

      purchaser                   

________

________

6. Insure that  accounting  system provides relevant data and

      requirements

________

________

________

7. Be final authority re accounting

      system coding & transaction  timing.

_______ _______ _______

8. Interact with Department  heads and Board,  insure

       understanding of Financials

________

________

________

9. Inter-act with government

           reps and all other 'guests'

________

________

________

10. Articulate and recommend

        financial policies to the Board

________

________

________

11. Provide necessary training

         to sub-ordinates

________

________

________

12. Monitor Insurance needs               

________

________

13. Be corporate financial planner; insure

        such plans are developed and evaluated.

  _______ ________ _______

          REPORTS

1. Cash on Hand Status; portion available

   and portion restricted & why; daily/weekly          ________

  _______

2. What bills are due and when.

       Daily/Weekly

________

________

________

3. Restricted fund bal info Daily/.Weekly

_______ _______ _______

4. Prepare and process reports to

         decision maker -- Daily / Weekly

_______ _______ _______

5. Budget to Actual reports

          Upon request and Monthly

________

________

________

6. Balance Sheet info regularly               

________

________

          RECEIPTS and RELATED Matters

1. Open and process Money Mail

________

________

________

2. Prepare Receipts; donors and others

_______ _______ _______

3. Maintains and reports on

          giving/donations

________

________

________

4. Receivable acctg maintenance

          and status reports, & dunning      

________

________

5. Deposit money to Bank

________

________

________

6. Code and/or prepare Cash

       receipts Journal; Post to General Ledger

________

________

________

7. Answer donor/Acct Rec questions

________

________

________

        DISBURSEMENTS AND PAYABLES

1. Authorize Non payroll check prep

_______ _______ _______

2. Prepare and write checks

________

________

________

3. Sign checks less than $ 750.00         

________

________

4. Co-Sign checks over $ 750.00          

________

________

5. Petty Cash custodian

________

________

________

6. Code checks/prepare disbursement journal

         and post to General Ledger

________

________

________

7. Bill to pay maintenance

________

________

________

         PAYROLL

1. Authorize pay & allowances rates

________

________

________

2. Prepare and write pay checks

________

________

________

3. Maintain earnings records

________

________

________

4. Prepare payroll tax returns; depositary

        receipts/Qrtly/annual settlements

_______ _______ _______

5. Prepare payroll journal & post to G/Ledger

________

________

________

           OTHER

1. Reconcile Banks

________

________

________

2. Complete and finalize General Ledger.

________

________

________

3. Process Budget data

________

________

________

4. Financial Statement prep & verify

________

________

________

5. Respond to Financial Stmt questions

________

________

________

6. Maintain supply of acctg stationery

________

________

________

7. Complete and report - year end Financials

_______ _______ _______

8. Filing of annual IRS & State returns

________

________

________

9. Applicable paper filing; mail processing

         requirements.

_______ _______ _______

          BUDGETS

1. Budget controller for all Departs

________

________

________

2. Be sure Budgets are developed          

________

________

3. Present Budgets to Board 

          for authorization                          

________

________

4. Coordinate budget changes/updates      

________

________

5. Insure that decision makers

          comply with Budget constraints     

________

________

         PROPERTY

1. Maintain property records

________

________

________

2. Tie property records to General Ledger

________

________

________

3. Property Tax filings

________

________

________

4. Property Maintenance issues           

________

________

5. Vehicle issues

_________

________

________

 

            (1)  Titles also include  Bookkeeper or Accountant or anything similar that shows that this person is usually at least the Transaction Processor and renders Financial Reports, etc.  

            If you are a real small Church,  you will need to begin by assigning all of such applicable tasks to the the Board selected "Ministry Finance Team" and they conclude how best to carry them out, etc.

                       You might also  read  This Content  regarding Personal Task Management of interest. Please  Click Here  for information re
           Business Administration
tasks and related matters.


         The bulk of this publication originated in June 1996 and was  . UPTD: March 09, 2012

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