Treasurers Job Description ARP Form of Government 3

Treasurer’s Job Description

ARP Form of Government • 3. 9 There shall be a congregational treasurer or treasurers elected by the congregation from among the communicant membership. – A. The treasurer’s term of office shall be for one year, and he shall be eligible to succeed himself. – B. The treasurer shall be an advisory member of the Diaconate when not a regular member thereof. – C. The treasurer shall keep an accurate accounting of all receipts and expenditures and furnish such records to the Diaconate and/or Session on a regular basis.

CPC Church Treasurer Our Treasurer is a member of the Finance ministry team. This team, is responsible for the oversight of three main areas, and the Treasurer, as directed by the team, ensures the duties in the areas are accomplished. The Duties of our Church Treasurer are primarily in three areas: • 1. Budgeting • 2. Receiving and Disbursing funds • 3. Reporting on the financial state of the Church finances.

Budgeting • Each year, the Finance Ministry Team shall, in October, canvass the heads of the various Ministry teams, the Chairman of the Diaconate and the Session for expected financial needs in the coming calendar/fiscal year. The team shall then prepare a budget, which shall reach the Diaconate and Session by the second week of November. The Budget shall be assigned line item designators, and next to each item, there shall be inscribed the “manager” for that item. Routine expenses, such as utilities and payroll may be assigned to the treasurer or the person responsible for disbursements. • No disbursements shall be made without the signature of the responsible “manager” approving the expenditure. No disbursement shall be made beyond the amount budgeted for the item without approval by the Finance Committee.

Receiving and Disbursing Funds The Receivables and Disbursements shall be considered separate functions, and shall be conducted by separate individuals; those who receive money don’t spend it. Receipts: • • Offerings shall be counted on the day of the offering is collected. Normally this shall be counted by two people, and done on the site where the offering is collected. • • One person shall be designated to deposit the offering within two days of collection. • • Funds received as gifts other than Sunday offerings, repayment for books or other supplies, etc. , shall be distinguished by the offering counters or received by either a locked box in the church office, or an individual designated for receiving funds.

Receiving and Disbursing Funds • The Treasurer shall normally be designated as the primary disburser of funds. The persons counting offerings shall notify the treasurer, or his designee, as to amounts deposited into Church funds, and note what account those funds have been placed. The collectors shall also maintain a record of offerings, designated funds and other donations by family unit. • These procedures are designed to protect both church funds, and the good names of those involved with finances. Any deviations from these procedures shall be reported to the Clerk of Session immediately after they are discovered.

Reporting by the treasurer shall be to the Finance Team. Reports to the Finance Team shall consist of three separate documents: • • A “P&L” statement, which shall show the preceding month’s expenses against the budgeted projection. • • A Balance Sheet showing the state of Church finances on the last day of the preceding month. • • A “spread” of budget line items for the year, showing actual expenses through the preceding month, along with projections through the current year.

Reporting • The Chair of the Finance Team will forward these reports to the Session, after review by the Finance Team, so that the Session shall have the reports by the second weekend of the month. • There shall also be reports concerning our financial giving. These reports shall consist of monthly reports to the congregation on our financial situation based upon giving and expenses, and to family units quarterly about their giving records. The Finance Team shall determine how these reports shall be made. • Finally, there shall be annual giving record reports to family units, given during the month of January, and consistent in format with IRS regulations.