The Quarterly Update

Transcription

1 D i o c e s e o f S u p e r i o r - F i n a n c e D e p a r t m e n t The Quarterly Update Volume 5, Issue 4 October, 2016 Animals are People Too! Well, at least worthy of human kindness. In this issue Page 2 Q:/A: FRAUD! Page 3 You ve Got Mail! Page 4 Collections Year-End Giving Page5 Health News Finance Staff Directory Articles or items of interest deadline for January 15 newsletter is January 2. The Chancery yard is a-flurry with the fall activities of God s little creatures. Adam, our master Building and Grounds-keeper noticed a rabbit resting in a small depression in the grass not far from the building and easily missed by those walking by. Birds and squirrels have been in and out of the two trees just outside my window. And a few dogs will trot by with their owners. Looking back at the October, 2013, finance department s newsletter, I re-read the article mentioning the love that Cathy Lovejoy, Database Manager, has for all animals and the care she gives to injured and vulnerable ones. I asked Cathy what types of animals she has rescued since working here at the chancery. Listed here are just a few: 1) Dehydrated, cold and hungry bat transported to Wildwood Rehabilitation in Duluth, MN 2) 3 stray cats taken to the caring workers at the Douglas County Humane Society 3) 2 injured seagulls to Wildwoods 4) Young Cedar Wax Wing with broken wing brought to Cathy s attention by Cindy Gronski, Assistant Finance Director, who spotted it first 5) Young mouse found on major street meridian and returned to nature 6) Stray dog running loose brought back to his home and owner 7) Many struggling earthworms - moved from cement to grass. I am so grateful to those who see the value in every life human, plant and animal. Let us pray this Halloween season is safe for all especially children and animals. Diocese of Superior 1201 Hughitt Ave PO Box 969 Superior, WI Phone: Chancery Hours: Mon Thur 8:00 5:00 Fri 8:00 11:30 Rebecca Aitken Parish Accounting Clerk Newsletter Editor

2 The Quarterly Update October, 2016 Page 2 Bookkeeping Q: & A: Q: When a fundraising event needs start-up cash, which accounts are used for the withdrawal and the deposit of the start-up cash? A: If a fundraiser takes place in a relatively short amount of time (spaghetti dinner, book fair, etc.) the start-up cash can be withdrawn as a debit to the 4204-Fundraising Income (a negative number) and then when funds are deposited from the event, it can be credited to that same income account which will make the start-up amount a wash in that income account. If a fundraiser is more time-consuming and lasts over several months and especially over a fiscal year end, it is advisable to use the account 2320-Parish Clearing Account. That is, when there is a withdrawal for start-up cash a check would be written and 2320 would be debited. When that start-up amount is deposited after the event, a deposit would be credited to the 2320 account for the same amount as the withdrawal leaving the account 2320 with a zero balance regarding that fundraiser. Q: Who should have the priest s I-9 form on file, the parish or the Chancery and when should an I-9 form be completed? A: When a priest is appointed to a parish, the priest should complete an I-9 form. This form should be kept on record at the parish. Thank you to those asking these questions. FRAUD! How to keep yourself and your work free from fraud and suspicion. In this day and age with suspicion of employees and how we handle money correctly, we need to know what to do to protect ourselves from this allegation. We need a safe environment. When we are out there in the public eye, working for a large body of donators, we are susceptible to suspicion. What can we do, as bookkeepers, to protect ourselves and to protect the integrity of the work being done in our offices? The best thing to do to protect yourself and your work from suspicion is to have the Internal Controls in place, organized and to follow through with their guidelines. Critical Elements of internal Control: 1) Clearly Defined Roles Who is responsible for following the internal controls and who is responsible for inspecting ( checks and balances.) 2) Internal Controls look like a three-legged stool and should consist of three ntrnalinternal people or groups of people which make up the supporting legs. a. Someone/Those who handle the money b. Someone/Those who post the books c. Someone/Those who reconcile the bank accounts 3) Documentation of Policies and Procedures Who does what and when to do it? ~ continued on page 3 ~

3 Page 3 The Quarterly Update October, 2016 ~ continued from page 2 ~ 4) Consistency Once Internal Controls are documented, resist changing them unless absolutely necessary. 5) Implementation The smallest of Churches can implement these steps. Please re-read the section on Internal Controls in the Standard Parish Accounting Manual found on the Diocesan website at The updated version of this manual is near completion. When the updated manual is released, please re-read the section on Internal Controls for any updates regarding this important and sensitive issue. You ve Got Mail! - Who s Got the Mail? - ~ There have been some mix-ups in the mail lately. If you are mailing an Authorization to Obtain a Background Screening report, please address it to Kathy Drinkwine, Administrative Services Coordinator, Safe Environment, here at the Chancery at Diocese of Superior, PO Box 969, Superior, WI Kathy wants to make sure this vital document is dealt with in a timely manner. You may also fax it to her at If you have any questions regarding how a piece of mailing should be addressed, please don t hesitate to call Janelle Roe, Chancery Receptionist, for clarification at A man from New York City visited his Mormon friend in Salt Lake City one summer. They went to the mall, and the Mormon left his car unlocked. Then they went to the grocery store, and the Mormon left his car unlocked. Then they drove home, and the Mormon left his keys in his car. The next day they went to church together, and the Mormon removed the keys and locked the car before entering the church. I don t get it, his friend exclaimed. Here you don t lock your car at the mall or the grocery store; you even leave the keys in the ignition all night at your home. But when you go to church, you lock your car. Why? Simple, the Mormon said. If I don t lock it here, when I come back out, it will be filled with zucchini. Best Loved Humor of the LDS People from JoyfulNoiseletter.com

4 Page 4 The Quarterly Update October, 2016 Collections Diocesan Special Collections Dates (2017 and 2018) Diocesan Catholic Schools Use Acct January 29 Feb 4, 2017 Jan 28 Feb 3, 2018 Operation Rice Bowl Use Acct March 1, 2017 February 14, 2018 National Black & Indians Missions Use Acct March 5, 2017 February 18, 2018 World Concern Use Accts. 2245, 2246, 2251, 2252, 2254 March 26, 2017 March 11, 2018 ~ Holy Land Use Acct April 14, 2017 March 30, 2018 Catholic Home Mission Appeal Use Acct April 30, 2017 April 29, 2018 National Concerns Use Accts. 2253, 2255, 2258, 2259, 2261 June 18, 2017 June 17, 2018 World Mission Sunday Use Acct October 22, 2017 October 21, 2018 Contact Steven Tarnowski, Director of Development at or starnowski@catholicdos.org with any questions. ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ Time to Promote Giving at Year End Check out the Charitable Gift Planning Site: catholicdos.planmylegacy.org A valuable resource for charitable gift planning that can be used in your parish bulletin to promote Year End Giving. It's no secret that the ministries of the parish depend upon the stewardship and goodwill of your parishioners. We've created this easyto-understand Web site to help parishioners understand that there are many easy giving options from which they can choose. If they're not sure where to begin, they can try the Build Your Gift planner. By answering a few basic questions, this interactive tool steps them through the process of narrowing down choices. If they already have gift options in mind, they can click on Compare Gifts to see how choices match up or click on ebrochures to request over 30 specific informational brochures on a planning option. Contact Steven Tarnowski, Director of Development, at or starnowski@catholicdos.org with any questions.

5 The Quarterly Update October, 2016 Page 5 World Mission Sunday is October 23, 2016 Health Enews 10 Tips to Becoming a Highly Respected Employee Think of your colleagues that you ve most enjoyed working with they are often successful, likeable, and respectful. Studies prove that most successful employees are often the most respected and likeable employees. Respected employees often have these traits in common: 1) They buy into the vision. Truly great employees have a lot of options. They could probably work anywhere. So when they choose an employer, they make sure the organization stands for something they can stand behind. 2) They look out for their peers. A workplace isn t a family, but a group of people who should be committed to each other s success. Great employees know this. 3) They follow through. Reliability is a requirement. There s not much more to say on this one. 4) They support their leaders. They champion their leaders. 5) They take care of themselves and their families. Great employees recognize that if they don't take care of the other parts of their lives their health, happiness, and families they re unlikely to be truly successful at their job. 6) They act ethically. Great employees strive to get stuff done, but they also have a bias toward morality and fair dealing. 7) They look for chances to help people. The core of a company should be problem solving. So whether it s a chance to help a colleague complete a task, or to help a potential customer find an answer, great employees always want to be part of the solution. 8) They evangelize. Everyone s job involves sales, to some degree. Great employees know this, and are happy to spread the news about their company s great products, services, and culture. 9) They say thanks. Gratitude improves relationships and simply makes people happier and more productive. So great employees express their appreciation. 10) They count to 10. We all have moments of frustration. Rather than reacting immediately, great employees count to 10 sometimes figuratively, sometimes even literally. If you would like to become a successful, likeable, and respected employee, keep these 10 tips in mind when working with others. Catholic ERM July 22, 2016 Volume 2, Issue 7 Finance Department Personnel Directory Director of Finance Richard Lyons rlyons@catholicdos.org Assistant Finance Director Cindy Gronski cgronski@catholicdos.org Supervisor or Insurance Admin. Bernie Kroseman bkroseman@catholicdos.org Accounting Clerk Sheryl Petrey (A/P, A/R, Collection Checks, Stipends, St. Pius Priest Fund, Diocesan Payroll) spetrey@catholicdos.org Parish Accounting Clerk Rebecca (Beckie) Aitken (Internal Audits, QuickBooks Resource, Newsletter Production) raitken@catholicdos.org Database Manager / Gifts Processor Cathy Lovejoy (from the Department of Stewardship and Development Office) clovejoy@catholicdos.org This publication is intended to be a helpful, educational tool for the parish worker. It will include items such as updates, helpful tips, information that needs revisiting, contacts, resources, etc. If you would like to see something specific addressed in an upcoming newsletter, please contact Beckie Aitken at raitken@catholicdos.org or