- - And the Lord direct your heart in the love of God as you continue to faithfully serve Him - -

Links on the www.bcidot.org Web Site include:      HOME  |  ABOUT  US   |    OUR PURPOSE   |   SITEMAP   |  COMPUTER FUND ACCTG  |  HELPS   |  GLOSSARY 

         TO:  Interested Onliners                                                                                                            FROM: Jim Bramer, Retired Auditor-CPA
                                                                                                                                                                        
   
         RE: J I Ms  J R N L for the month of June 2006                                                                           FILE:  0206-06/jrnl        
                (Click Here for "Blogger like" perspective/rationale)      

01 - Credit Card Covenant at Your Church  -  (01)

    Many Ministries are rightfully now receiving money Online and many use their Credit Cards to do this.  We all know that many folk are NOT appropriately using their Credit Cards and are spending beyond their means.  The following  "Credit Card Covenant at Your Church" is like what is discussed within 4040.   Once you begin receiving Online payments (for either Event Payments and Donations), we believe you should seek something like the following:

TO: Named Constituent                                                                          FROM; Board of Leadership

RE: Online use of Credit Card                                                                 DATE: xx/xx/xx

    Thank you for using your Plastic/Credit Card here at the Ministry.
    But frankly, we have concerns about providing this buying resource to everyone.  You, no doubt, are aware that too many people in today's society are abusing Credit Cards and incurring debt that they can not handle. We do not agree with some who inappropriately believe that a Credit Card is evil. 
    But we do not want to contribute to such problems, as we know that many of you are righteously using Credit Cards as part of your financial stewardship.  We firmly believe, like many things in our world today, that Credit Cards can be either a "tool" or a "tyrant." Such matters are totally subjective, or personal issues between the individual and the Lord.
    Accordingly, we respectfully provide you with this resource. But your part is as follows:
    1> That you prayerfully have your personal finances in order as unto the Lord. If you or your family need to be better stewards of such matters, ask us about certain "Righteous Personal Finance" help resources, 
    2> When you pay your Plastic charges and incur NO Interest Expense, or loan charges, you are likely using the Credit Card as a "Tool" and not as a 'Tyrant'.
    3> We, therefore, ask that you promise the Lord that you will regularly NOT pay Credit Card Interest Expense at least  "on your use of Plastic/Credit Card with us."   We join you in prayer as you keep this personal commitment to Him.  One way of doing this is to immediately pay the Credit Card company for Online payments made to us.  Thank you

02 - Internet Centric (or Friendly) Finance Activity - (02)

            In recent months I have been using the term "Internet Centric (or Friendly)."   What I mean are those of us (not just our young people) who use a computer with a fast connection as we go to the Internet minimally once a day to do such things as read and send Email,  plus, search for various things.
            As to our personal finances, many of us have our provider (such as Net Pay via their Employer and/or Retirement Income) electronically make deposits of such income directly to our Bank Account, Some of us are also comfortable doing our Personal Finances via Internet resources that includes electronically paying their bills. We may even go to  www.irs.gov/efile  and file our federal tax return via the Internet.  Please note the use of such Internet Centric (or Friendly) features when you go to 1211  as we discuss an accounting system designed for Small Ministries and/or Christian Family Units.

03 - Online Ministry Finance Applications - (03)

        Please note the following Online (Web Based) Ministry Finance Applications grid.  Be sure you understand that Web Based applications mean that you use a fast connection to the Internet and utilize Internet software ... or your application software is not resident on your computer system, etc.  Please go to  0904  and learn more about Web Based or Application Service Provider (ASP) matters and discover why many Ministries are meaningfully utilizing Internet resources of this type.
        Please note that within the grid below I had in mind the smaller Ministry and have attempted to identify each application by type of Ministry.  Also note that I have tried to make known, to best of my knowledge,  whether the Online (Web Based) Ministry Finance Application is currently available.  If available, you will note that there is more information within the highlighted links, etc. I have also provided certain highlighted links that include some ideas about unavailable but needed Online Ministry Finance Applications.

			ONLINE MINISTRY FINANCE APPLICATIONS:
xx			The application shown below is apparently not available
	xx		The application shown below is apparently available		-
			Please Click on highlighted Internet links below for more info
		Generic To:		Church	School	Scrip	MAgency	Camp
xx			Web Based Acctg via Online Volunteers - 0930	xx	xx	xx	xx	xx
	xx		Fund Accounting - 0801  -- Also see   0041	xx	xx	xx	xx	xx
	xx		Receipts via the Internet - see applicable info at: 0907	xx	xx		xx	xx
	xx		Actual to Budget by Depart Acctg Groups (DAGs)	xx	xx	xx	xx	xx
	xx		Budget via BuxBox Expense Control - 0002	xx	xx	xx	xx	xx
xx			DAGer view only Budget report/tranx detail info	xx	xx	xx	xx	xx
	xx		ePayroll - with Clergy aspects -Paycycle	xx	xx		xx	xx
xx			Complete and process time sheets Online	xx	xx	xx	xx	xx
	xx		eBill Management  - 0926	xx	xx	xx	xx	xx
xx			Internal eAuditor and Board Treasurer view only	xx	xx	xx	xx	xx
xx			External eAuditor access/view so they can do
			things during the year - like viewing tranx	xx	xx	xx	xx	xx
			and doing confirmations
		:	Unique to:
		Churches 5109
xx			Counters and eDonation do record keeping - 5888	xx
	xx		eDonaMail - see ASPs in  0078	xx
		Schools
xx			eSchar (School Acct Rec) application - 7888		xx
	xx		School and Outsourcer both have equal access
			to current info -- see 7888  for details		xx
xx			Parents/Students have Online access to eSchar info		xx
xx			They pay via Debit or Credit Card means		xx
		Scrip  Store (1) 0188
xx			Improve Merchandise Inventory Management			xx
	xx		Do Buyer Residual Balance Accounting - like Fund Acctg			xx
xx			Buyer view amount of Residual Balance			xx
xx			Buyer find available inventory to buy Online			xx
xx			Make purchase or place order			xx
xx			Pay via Debit or Credit Card			xx
xx			Arrange for delivery or pickup			xx
		Mission Agencies 8888-
	xx		eDonaMail - see WEB references in  0078				xx
xx			Staffer have unique access to eDonaMail file portion				xx
xx			Staffer sends "Thank you letter with receipt" or make mailings				xx
xx			for their own support or for a Mission Project				xx
		Camps/Conferences.
xx			Groups like Schools/Churches make and pay for      eReservations - provides registration info electronically					xx
xx			Individual Camper make and pay for eReservations					xx

04 - Use of Spreadsheets vs Accounting Software - (04)

      As you know,  compiling financial information and then providing the results to applicable parties via the use of Spreadsheet Software is extremely helpful as you total/sub-total such data that have been placed into applicable rows and columns.  But Accounting Software itself is such a further blessing because of such features as the following: 

1>   In general, it provides the valuable internal financial checks and balances via the double entry (debits/credits) process of handling financial transactions.
2>   Or you enter the dollar transaction once,
3>   Verify it and
4>   Then you let the accounting software replicate such dollar information to wherever it is needed to accomplish your pre-planned controls/balancing/reporting requirements via our infra-structure (Chart of Accounts, etc.)

      Further, I have seen that most accounting software systems give the appearance of typing information into a named uniform blank graphic form; for example, as if you were typing out a check, etc.  Typing into graphic forms like this greatly facilitates getting activity into the system.
      But most importantly, the software places at your disposal easily accessible integrated databases of needed information that enhances transaction processing and reporting. This feature is especially helpful as you process repetitive transactions. For instance -- each time you do NOT have to enter all the needed payee data as you process a transaction affecting this party, etc.

05 - Administration of Church Finances - (05)

I am very impressed with how " XYZ Church" has expressed it's responsibilities below for "Administration of its Finances." 

    "Proper administration of Church finances is very important to XYZ Church.  Our governing Board's Finance  Committee has the responsibility of monitoring contributions and to administer the Church-approved Ministry Plan (Budget).  A well-trained Counting Committee assists in the processing of contributions.  Our Financial Secretary, Financial Assistant, and the Associate Pastor for Business Administration care for the general accounting function, reporting to the Chairman of the Finance Committee and congregation weekly, plus provides needed info to the full Finance Committee monthly.  The Finance Committee reports to the congregation quarterly.  Our Budget Committee includes our Finance Committee, Church Staff, and other key church leaders.  It meets in the Summer and the early Fall to formulate a proposed Ministry Plan (Budget) for the following year (our year ends December 31st).  It presents the proposed Ministry Plan to the governing Board,  then to the Congregation in November of each year.

06 - What kind of a Listener are you?  - (06)

    Over thirty years ago someone shared the following with me and encouraged me to be a better Listener.   If you are too focused on yourself, like me, we both need in the future to do a better job of "Listening." Within context of the following observations, what kind of Listener as you? 

1>  The Listener thinks ahead of the speaker, anticipating what is being said and the conclusions.
2>  The Listener gets sidetracked with their own thoughts and only gives partial attention to what is being said. 
3>  Check for validity as to what you have been told by the speaker via such actions as: (a)  Watch for unspoken communication the speaker is giving - like facial expressions and tone of voice - which may indicate seriousness and the difference between fact and fiction.  (b)  Watch for emotional issues.  Listeners often think they hear a message that was never spoken. Look for facts and remain as impartial as possible.
4>  Especially Listen for ideas.  When people talk, they want their ideas understood.  A good listener has the skill of grasping ideas.  If possible, the listener should occasionally verbally summarize what has been said; e. g.  "So you are saying so and so?"

07 - update of "Finance Policies" at regular Finance Committee meetings - (07)

    One of the "Links that are via Jim B" below has to do with Resources re Finance Policies and Procedures.   As you know, these need to be kept up-to-date.  One Ministry tries to do this at each Finance Committee meeting.  Before the meeting they receive an Email (each member has Email) that contains the written Finance Policies/Procedures that will be examined when they are together --  or it is a regular part of their meeting agenda.  Getting a copy in advance allows each member to "digest" such matters and to be better prepared for needed updating before the actual meeting takes place.  I trust you are keeping your written Finance Policies/Procedures current and relevant.

Links that are "NOT"  via Jim B.     

        >  Resources via ACS Technologies   http://www.acstechnologies.com/
        >  Church Accounting - Clergy Tax  http://www.accountingforchurches.com/
        >  Sample of a Missions Org Fund Raising Policy   http://globalrecordings.net/topic/finance   
        >  Pros & Cons of eGiving http://www.churchexecutive.com/2005/06/Pros_and_cons_of_egiving.asp
        >  Running Gifts through the Church  http://www.thechurchreport.com/content/view/757/32/
        >  Embezzlement can happen to you  http://www.churchexecutive.com/2004/02/Embezzlement_can_happen_to_you.asp
        >  Unused Restricted Bldg Fund Donations, etc.     http://www.thechurchreport.com/content/view/1528/32/    
        >  How safe is your Ministry's money  http://www.churchexecutive.com/2004/07/How_safe_is_your_money.asp
        >  Supporting Ministries Remotely  http://www.sleeter.com/articles/115
        >  Planned Giving Resources via Crown   
  http://www.crowngift.org/plgive_main.jsp?WebID=GL2004-0268&SSID=0842F68CA383E3C197E33D6B203520E3

 Links that are via Jim B.

    As some of you know,  I have, since 1999, been placing  xxxx-xx  web pages within  www.bcidot.org . Below are some links for this month that I believe warrant sharing with you. I appreciate your continued prayers for the relevancy to readers of these  xxxx-xx  web pages.

> Resources as to "Finance Policies and Procedures"       http://www.bcidot.org/all/0081-01.html
> Internal Auditor/Internal Audit Committee                        http://www.bcidot.org/all/0113-01.html

This Month's "For What It is Worth" Editorial --- written in August 2004

Personal Finances and the use of the Internet   -----   http://www.bcidot.org/fwi/0928-04.html 

Current "Ministry Finance" Truism

    Below is a Ministry Finance resource  --- please go to  0069  for a complete TRUISMS list. 

CHART OF ACCOUNTS  and possible TRUISMs -  Suggestions if Ministry has less than $500,000 annual income -- 3 digit numbered so can easily ID acct involved (1xx = assets; 2xx = liab; 3xx = SPFunds; 4xx = GPFund Income; 5xx=GPF payroll/benefits; 6xx=GPF operating expenses; 7xx= Cross Funds to SPFunds).  Begin with as few 6xx Operating Exp accounts as possible - expand number of accts only when really necessary.  Two digits, or xx, to ID GPFund Operating departments.  Two digits, or xx, to indicate why SPFunds change, etc.  See   0041  for some more info.  See Chart of Acct samples in 0799.  Also go to 2035 for further info re a Church Chart of Accts.