Bullet Point Ideas for Treasurer S Manual for Cursillo

Procedures for the Treasurer of Lutheran Cursillo Movement of Arizona

This is not, will not be, and is not intended to be a comprehensive Procedures manual. It is intended to ease the transition of a newly elected Treasurer. It should be viewed as a dynamic document and can be added to or subtracted from as necessary. Each Treasurer should review this document within the last 90 days of their tenure and update as necessary. An electronic copy should be forwarded to the new Treasurer.

What do to after election to Treasurer?

1)Meet with out-going Treasurer to pick up records, files, passwords for accounts, etc.

2)Meet at a Chase branch with the current President, Secretary and out-going Treasurer of Secretariat to change signors. You must bring minutes of the meeting indicating there has been a change in treasurer, and President and/or Secretary, if applicable. Make sure that signors are changed in LCMA account ONLY. Do not change signors on the account for NLSAM08.

3)If not done by the outgoing Treasurer, clean out the files. Retain all tax returns and deposits/expenses with monthly financial statements indefinitely. Other files can destroyed, e.g., only the current CCLI license, insurance policy and Arizona Corporate Commission report need be retained.

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Passwords as of January 2008: Maintain confidentially

1)Online access to Chase Bank account number 9617445, User ID iwanttosee, password cursillo1

2)Godaddy.com for website hosting. Account number 2661054, password (case sensitive) 1Cursillo.

Timing and Amount of recurring expenses (amounts as of 12/07)

1)CCLI license-annually, around September, $223.00

2)AZ. Corporate Commission-annually, May-$10

a)Be sure to change the officers and statutory agent (s/b treasurer)

3)Liability insurance-annually, late November. $1143

4)Dues to National Via de Christo movement-annually in March ($250 or $3/participant for the previous year, whichever is LESS)

5)Supply storage-Mobile Mini-monthly, mid-month, 51.35 per unit (2). Also-$100 each for drop-off and pickup for weekends ($400/weekend)

6)Weekend Rector(a) fund-$100 paid at first Secretariat meeting attended by called Rector(a)

7)Weekend Food Fund-$1200 paid to Head Cook by the 2nd team meeting

8)Weekend Bible Fund-$350 paid to Rector(a) or Head Cook by 3rd team meeting

9)Weekend rent ($1700) and security ($240)-paid as billed to FELC

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Recording of deposits and expenses

1)ALL donation checks should be copied before depositing-see Exhibit 1

2)Copy the deposit slip-see Exhibit 1

3)After depositing, attach deposit verification to copies of checks and deposit slip. See Exhibit 1.

Note any Head Cook refund of food money as such, THIS IS NOT A DONATION. (see section on Head Cook Fund Accounting)

4)When paying any expenses with an invoice, make a copy of the invoice and write on our copy; “PAID”, DATE PAID, CHECK NUMBER, and AMOUNT IF DIFFERENT THAN INVOICE AMOUNT. See Exhibit 2.

5)For expenses with no invoice (weekend expenses for food, bibles, etc, will be the most common of these) Log date paid and amount in Financial Reports (see section on Preparing Financial Statements)

6)Any expenses paid to Secretariat and/or Community members for supplies MUST have a receipt to be reimbursed. Mark the receipts as described in #4 above.

7)At month end a copy of the bank statement on-line should be printed to show all checks and deposits that have cleared. Place a checkmark in the checkbook for all cleared checks.

8)Attach the on-line printout and copies of all deposits and expenses to a printout of the monthly financial statements and retain.

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Head Cook Food Fund Accounting

1)Head Cook should be sent the Excel file for

accounting for food funds within 2 weeks of receiving the funds.

2)After giving the HC a couple weeks to rest after the weekend, send an email requesting the form be returned, with a check if there is a surplus

3)Food Funds are to be used for weekend pictures, as well.

4)Head Cook may use another format if they wish. The key is to account for all revenue (team donations, food fund, Bible funds, etc) and expenses.

At least every 2-3 years these should be reviewed to determine if adequate funds are being provided.

5)Team members’ checks should be deposited and a check for the balance of those made out to the head cook returned.

MAKE COPIES of team donations. These ARE deductible.
Accounting for team checks and how they are posted is covered in the section Preparing Financial Statements

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Tax Issues

1)As of 2007, donors must have a receipt for any charitable donations TOTALING more than $250 in a calendar year for tax purposes. A letter (LCMA donation letter.doc) should be sent after receiving any SINGLE donation of $250 or more at the time the donation is received.

2)Copies of all deposited checks can be used to verify TOTAL donations over $250 by one individual (family). Tradition has been that those donating in these amounts request a letter. Future Treasurers may choose to develop a system to track individual donations and send letters at the end of the year for those totaling $250 or more.

3)Preparation of annual tax returns for LCMA has been done in the past by Don Herman, a member of our community. Don can be reached 623-xxx-xxxx. In the past, Don has offered tax preparation as palanca. Nonetheless, courtesy would dictate we offer to pay for his services. Don will let the Treasurer know what he requires to complete the forms. Typically, it is total receipts and total expenses. It is best to wait until after April 15th to contact Don because he’s working on individual returns until then. LCMA returns are due in May. IMPORTANT: LCMA also has under its corporation Tirosh, and as of 12/07, NLSAM 08 (Don is treasurer). These funds must also be included in or tax return. Contacting the Tirosh Treasurer is necessary to get their information.

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Preparation of Financial Statements-see Exhibit 3

1)This is not intended to be a tutorial on Excel. The Treasurer should have working knowledge of multiple worksheet files, basic formulas and establishing formats.

2) A CD is provided with past financial reports on them and it is suggested these be used for reference

3) The treasurer should set up a new file for each year using Excel with a worksheet tab for each month

4) The file is currently set up such that page 1 is a snapshot of Revenues and Expenses for the current month, page 2 breaks down revenue to several subsets, pages 3-4 provides for recording expenses to specific operational areas and page 5 provides beginning and ending balances for the month for the various funds.

5) The Revenue recorded on page 2 will total and fill in the Total Revenue spot on page 1 (i.e., currently the total in C59 is recorded in B6 and D6)

6) Individual expenses must be recorded BOTH in their appropriate place on pages 3-4 AND manually entered on page 1. The page one entries allow for notes describing who was paid, when and what check number.

7) At month-end it is CRITICAL that the Treasurer double check (foot and cross-foot) that ALL revenue and expenses are entered and the sums on pages 2-4 are reflected on pages 1 and 5.

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8) At the end of the year, upon setting up the next year’s reports, the values in Columns C on pages 2-4 (collectively “Monthly-Actual”) should be copied and pasted to the corresponding month’s worksheet for the New Year in Column E. This should also be done for “Year-To-Date” results by copying Column G from prior reports to Column I for the New Year. This will provide for data that can subsequently be mined to develop cash flow projections and to track expenses and their timing.

9) The “Ending Balance” in each of the funds on page 5 MUST be the beginning balance on the next month’s report.

10)The cells D28 and E148-154 will reflect the “Net Change” in funds, or the positive or negative cash flow.

11)The Prescott Food Fund is replenished regularly. The Cursillistas in Prescott send cash and $100 is transferred for each weekend to the Head Cook for food palanca. Accounting for changes in this fund are a little different than described above.

Pastor Bob Collins is the current contact for this. He should be notified when the fund is low. He can be emailed at
The accounting is done by;
1) entering an expense in C137 for Prescott food fund
2) making an entry under expenses on page 1 for Prescott Food Fund (see 10/07 Financial report for example)
3) A manual entry to E155 on page 5 of negative $100 or $200.
4) This amount must also be added manually to E148, Gen. Rev. Funds Change.

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This is done because in the past, rather than adding the funds to the cook’s $1200 only to have it returned after the weekend, this transfer from one fund to another is done just within the accounting.

Deposits are handled similarly, added into general revenues, and making manual entries on the fund balances with a positive number going into the Prescott fund and a corresponding negative entry backing out the deposited funds from the Gen Rev account.

12)The monthly financial report, once checked and double-checked should be saved to a separate file and emailed to Secretariat in advance of the monthly meeting. It is advisable to make a few copies for those that forget to bring them.

13)It is the treasurer’s responsibility to present the financials at each meeting and answer questions. Robert’s Rules of Order preclude the Treasurer from either moving or seconding the acceptance of the reports.

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