Treasurer and Accountant - USA

The financial operations are a joint effort between the local IWT Coordinators and staff, and the Executive Committee. The treasurer and accountant will play key roles. Please use the following principles to implement systems that facilitate good stewardship, internal controls, and accountability.

The First Steps

Open a local checking account for your campaign. This should be done as soon as possible, and is usually done by the IWT Coordinator and members of the Steering Committee. YWAM Campaigns office will provide the information needed to open the bank account.

Keep in mind the following:
The checking account opened will be an extension of YWAM Campaigns, therefore a monthly bank statement must be sent to the National Office at:

PO Box 838, Grandview, MO 64030

A second copy of the bank statement should be sent from the bank to the bookkeeper/ accountant (preferable) or the local IWT office. If this is not possible, please notify us so we can arrange to have a copy sent each month.

Order checks, deposit tickets and an endorsement stamp. Consider if computer checks should be ordered.

The check imprint should read as follows:
Impact World Tour - (Your city) (NOT Church on the Move International)
Your local office address or PO box
Your City, State, Zip
The team should designate several signers, as checks must have two signatures. We suggest that four of the Executive Committee members be signers. The designated signers should be easily accessible by the treasurer. Barbara Livingston should also be listed as a signatory. Send the Signature card to the national IWT Office; Attn: Barbara Livingston. The purpose of this is to have a back-up signature available and also to make bank inquires and assist with closeout of the account.

Appoint a Treasurer

A Treasurer should be appointed from the Steering or Executive Committee as soon as possible. The role of the Treasurer is to help manage the day-to-day financial operations of the campaign. They will report to the IWT National Office, and serve as a communication liaison between the local City Coordinator, the Executive Committee, and the National IWT Office.

The specific duties of the treasurer are:

Banking

The Treasurer will ensure that bank deposits are made on a regular basis. Checks and cash should be deposited within 24 hours to avoid loss. Office volunteers should be designated to assist the Treasurer for internal controls and to expedite the process.

The Deposit Ticket

1. Use separate deposit tickets for different events. This helps the bookkeeper/ accountant to more accurately record the source, and is helpful for tracking later.

Use one deposit ticket for each CKO or event, listing the name of the event somewhere on the ticket.
Use one deposit ticket for pledges; noting on the ticket it was for pledges.
Use a separate ticket for special donations, such as corporate sponsors, noting it on the ticket.

2. Each line on the Deposit Ticket should list the name of donor, check number, and amount on the deposit ticket. This is important to help verify a donation later. Make sure to designate cash gifts as ‘cash’ on the deposit ticket. (And the front of the envelope it was received in.)

3. IMPORTANT: Make 2 photocopies of all deposit slips, checks and envelopes received with cash gifts for each deposit. One should be filed in the “Data Entry” folder, keep one in a master file in the IWT office in date order for back up purposes.

Arrangements for Fundraising Events

Arrange a Counting Team.

Recruit 4 - 8 trustworthy, capable counters for each event.

Arrange location.

Private room
3 - 4 tables and chairs

Bring supplies

Calculator with tape
Rubber bands, pens, etc.
Lockable Deposit bags, coin wrappers

Count offering

Use the report forms provided.
As you count, verify amount of cash gifts. After counting, circle and initial the envelope by the amount written in. If different amount is counted, write verified amount on envelope and initial with another counter observing.
Verify the amounts of checks, and initial the envelope.
Offering envelopes must be filled out completely with name and address and amount enclosed. Fill in any missing information.
Do not throw away envelopes until a designated person has checked each one.
Use Pledge Sheet to tally pledges.
Place reports and counted monies into bank bag. Lock bag and give to the Treasurer for deposit.

Special Instructions for Church Kick-Offs

Ordinarily, the church will provide ushers and counters as part of their regular service. The IWT speaker will brief both prior to the service.

However, the Treasurer will need to:

Make sure to have a current schedule of CKO’s from the IWT office.
Follow up to make sure the appropriate reports are filled out after the CKO.
Make arrangements and follow up to make sure the offering has either been picked up or brought to the IWT office to prepare for deposit.
Fax reports from each CKO to the National Office at 816-795-6568.

Communication with Bookkeeper/Accountant

Set up a mutually agreeable time for weekly communication with the Bookkeeper / Accountant. At that time, bring all incoming bills, staff expense reports, Petty cash requests, other check requests, and if applicable, pick up weekly reports. Work with the IWT staff to plan ahead for checks needed to avoid excessive demands on the bookkeeper / accountant.

Petty Cash

Petty Cash checks will be issued to the IWT office in increments of $200, upon receipt of the petty cash form with attached receipts and ‘change’ to equal $200. Under no circumstances should a check be issued without proper authentication of previously issued funds. The Treasurer should monitor that internal controls are used for petty cash and that it is being used appropriately.

Reports

Present Cash Flow Reports at each Executive Committee meeting. Unpaid bills report, etc. is too detailed for the general meeting. Keep discussion limited to the weekly income updates and general [upcoming] expenses. If the leadership of the Executive Committee would like more involvement in the details and day-to-day finances, provide additional reports to them and/or set up separate meetings.

Tax Receipts

Tax receipts will be issued from the YWAM Campaigns office at the end of each year. Please make sure all donations are entered into the database as of 12/31. The IWT office should email the Donation Database to BrianK@impactworldtour.com by January 10.

Closeout

At the conclusion of the tour events, two close out meetings will be scheduled with Barb Livingston, the Administrator of YWAM Campaigns. These meetings are typically set up the week of the campaign and/or the day after the conclusion of the event.

The Bookkeeper/Accountant, the Treasurer, and the IWT Coordinator should participate in the close out meeting. The purpose of this meeting is to make a list of anticipated outstanding bills, review income/expenses in detail, and compile a closeout report.
Barb Livingston will meet with the appropriate Executive Committee members, along with the IWT Coordinator and the Treasurer, to present the closeout information, final budget, and to answer questions.

All bank accounts must be closed out and all financial and accounting records forwarded to the YWAM Campaigns Office within 60 days. Be sure to include monthly bank statements, canceled checks, all receipts, ledgers and remaining records.

If there are remaining funds after all financial obligations are met, a check for that amount should be made out and sent to YWAM Campaigns. If desired, financial report may be prepared and published in the local newspaper.

Obtain an Accountant

The services of a volunteer or paid experienced bookkeeper/accountant should be secured as soon as possible. The bookkeeper/accountant will keep the checkbook current using QuickBooks Online. This has already been set up; please call the YWAM Campaigns office for the information needed to access the account information. The accountant will issue checks, record deposits, and keep the necessary financial records.

Chart of Accounts

The Chart of Accounts is set up to correspond with the local budget so the reports can be used to track spending. The local IWT account will later become a line item as a ‘project’ of YWAM Campaigns for our reporting to the Internal Revenue Service. If there are questions regarding the coding of checks, please call the YWAM Campaigns office.

Income

Pledge
Donation
Other
Church or Special Event Offering
Event Offering

Expense

Inquiry Phase
Early Phase
Campaign Phase

a. Local Campaign Office/Admin

Rent
Utilities
Facility Supplies
Equipment
Supplies
Cell Phone
Postage/Shipping

b. Local Transportation
c. Printing/Graphics
d. Fundraising
e. Special Events

Transform Event or other seminar
Other

f. Materials

Publicity
Counseling
Training
Other

g. Media Production & Development
h. Advertising
i. Facilities

Auditorium Rental, Other

j. Facility Arrangements/Staging
k. Local Coordinator Expenses
l. YWAM Campaigns Staff Travel
m. Contribution to Performance Team
n. Speaker Honorarium/Expenses
o. Performance Team Hospitality
p. Production
q. Professional Fees
r. Misc.

ACCOUNTANTS:
Please do not enter or record pledges as invoices.
DO NOT trace pledges made on credit cards in Quick Books. They are tracked in a separate database.

Checks

Checks should be coded according to the above Chart of Accounts, using the most detailed category listed. Please provide additional information in the memo. If the category is unclear, code as misc. Put details in the memo to be clarified at a later time by the YWAM Campaigns office.

Blank checks are not to be given out at any time. However a check may be issued with an imprint of the payee as long is the amount has been estimated and it is an approved expense.

Credit Cards

Credit card information will be faxed to The National Office by the local office, and processed there. As transactions post, the local IWT office will be notified so the amount can be entered in the donor database. Please note: Do not set up a credit card account in QuickBooks.

Deposits

Record deposits, coding according to the above Chart of Accounts. If the notation on the deposit tickets is not clear, contact the Treasurer for clarification.

Disbursements

Checks and local expenses should be paid according to financial procedure. Keep all receipts on file. Reimbursements to YWAM Campaigns should be paid according to the payment schedule provided. (Using the payment schedule, these amounts should be entered as bills with designated due date.)

Moving expenses or expenses prior to living in the city, satellite travel expenses, etc. are not paid locally, but through the National Office. If you have any questions in general or in regards to a specific expense report, please contact Barb Livingston.

Petty Cash

Petty Cash checks should be issued in increments of $200, upon receipt of the petty cash form with attached receipts and ‘change’ to equal $200. If petty cash becomes disorderly, please notify the Treasurer.

Reports

Weekly reports should be provided as follows:

On Friday or Monday:

Fax to YWAM Campaigns Attn: Barb Livingston (816-795-6568) or email BarbL@impactworldtour.com:

Cash Flow Report - Profit/Loss (all dates)
Check Detail for previous week
Deposit Detail for previous week
Unpaid Bills
Other reports as requested.

On Friday or Monday:

Provide reports to Treasurer:

Cash Flow Report (all dates)
Unpaid Bills
Other reports as requested.

Year End

The fiscal year end for YWAM Campaigns is August 31. Please make sure transactions are current in QuickBooks as of 8/31, then fax or mail Year End Statements to Barb Livingston at YWAM Campaigns by September 5.

Questions

If you have any questions or comments, please contact Barb Livingston at 816.795.1500.

Closeout

At the conclusion of the tour events, closeout meetings will be scheduled with Barb Livingston, the Administrator of YWAM Campaigns, the Treasurer, and the IWT Coordinator. This meeting is typically set up the week of the event or the day after the conclusion of the event. The purpose of this meeting is to make a list of anticipated outstanding bills, review income/expenses in detail, and compile a closeout report for the Executive Committee.

Financial Procedure:

This financial procedure is to be implemented for the integrity of budget control. All purchases must be pre-approved, and checks must be authorized before being issued. A local designate is to be appointed to work in conjunction with the National Office.

Pre- Approved Expenditures

Upon acceptance of the budget and Reimbursement Schedule, the Accountant is authorized to disburse payments each month for the designated amount.
The local campaign office is pre-authorized to spend $150/week for office supplies and food/facility supplies. Any amount over $150 must be pre-approved.
Amounts needed for postage are pre-approved.
The Accountant is pre-authorized to pay the designated amount of office rent /utilities each month.
Reimbursements for fuel are pre-authorized for approved travel.

All other purchases or checks written for any purpose must be pre-approved by the local designated representative and the National Office.

To submit a request for payment or check –

Fill out a Check Request Form (Pre-determine if paper or electronic format will be used.)
Submit to the local designate for approval.
After initial local approval, form will be sent to the National Office.

Upon approval, form will be sent to accountant and will be paid based on date needed and cash flow.