MEMORANDUM

Date: February 27, 2008

To: Pastor/Budget Preparer

From: Dave R. Fantry – Diocesan Internal Audit Office

Re: 2009 Parish Budget Preparation Instructions

The parish budget packages can now be accessed from the Internet through the Diocesan website:

1)  Go to the website www.drvc.org.

2)  Go to the “Administration” link all the way to the right.

3)  From pull down box select “Internal Audit”

4)  Double click the first link of “Parish and School Financial Data” to access the 2009 parish budget form, six month actual summary, standard projections memo, parish chart of accounts and Macola instructions.

Enclosed please find letter on budgeting for fiscal year 2009, sample six-month actual comparison and the budget assumptions memo.

The Diocese will accept the parish budget on either the parish budget form from the website, the Macola form (if you use Macola) which was installed during closeout or from an Excel disk that we will provide upon request. Please note that our preference would be an electronic version of your budget in Excel format so that we can directly download this to our database. The parish budget for fiscal year 2009 is due on or before May 31, 2008.

We require that any parish submitting an operating deficit include with it an explanation of how your parish plans on covering that deficit.

Also, we request that you send in a mid-year actual report from September 1, 2007 through February 29, 2008 with last year’s six month actual and variance. This report can be prepared from fiscal year 2008 actual files for six months in Macola or the excel file provided on the website. Please see the Macola instructions on the website of how to print the 6 month report. We would like the mid-year actual report with variance on or before May 31, 2008.

If your parish uses Macola, we strongly recommend that, even if you submit the budget to us electronically, you should use the budget module to track budget to actual monthly. This will enable you to provide all necessary personnel with quarterly budget comparisons through Macola. An instruction form for Macola users regarding entry of the budget and print out of the Macola budget form is available following the above instructions.

If the parish does not have access to the website please call me at (516) 678-5800, extension 270 to receive a blank form or Excel disk. Do not use any prior year Excel files you received from our office. If you are going to use e-mail, please send to a member of the Internal Audit Office. You must return a signed copy of the budget summary page, even if it is sent electronically.

Thanking you in advance for your cooperation.

Enclosures.