Diocese of Covington

Policies & Procedures Manual

Section: Income
Policy: Collection Counting Procedures Sundays and Holy Days


Page 1 Revision: November, 2013
INTRODUCTION AND PURPOSE
It is of utmost importance for the parish to ensure that all assets are protected and safeguarded so that
those resources are available to fulfill the ministries of the parish. Sunday/Holy Day cash collections
present a unique challenge in the area of internal control and proper safeguarding there is no way to
fully verify what was collected, it is handled by many individuals, there can be times where it may not be
properly safeguarded, etc. The mitigation of this situation is best handled by putting as much control
into the process as possible. That is the purpose of this policy.

There may be times that the people involved in this process feel as though their honesty is being
questioned when policies such as this are introduced and/or changed. It should be clearly
communicated to all involved in the counting process that this policy is being implemented to safeguard
the integrity of the very individuals who have been faithfully serving in collecting, counting and
depositing the offerings of the people of God. A case can be made that a parish is derelict in its
responsibility to these individuals if it does not have controls in place for the proper management of
offerings.

There are at least three purposes for parish policies and procedures governing the collection, counting
and depositing of Sunday/Holy Day collections. Sensibly designed procedures:
protect the integrity of all custodians of cash from unwarranted suspicion;
assure donors of careful security, confidentiality, and stewardship of the collected funds; and
established to observe Gods instructions regarding accountability for church collections.

In his second letter to the Corinthians, St. Paul expresses that we should be concerned for what is
honorable not only in the sight of the Lord but also in the sight of others. (II Corinthians 8: 21) Further,
II Chronicles 24:11 describe how the royal scribe and an overseer for the chief priest would handle the
collections together. Additionally, they would do this daily; i.e. not let the collections stock pile. In the
fourth chapter of Acts (verses 32-35), money was always put at the feet of the Apostles note the
plurality of the word Apostles; i.e. no one Apostle had sole possession of the purse. So, we are directed
by Holy Scripture to be sure that we are properly handling church funds.


GENERAL STANDARDS AND REQUIREMENTS
Several key concerns that are to be addressed for proper cash collection counting policies and
procedures are:
Uncounted offerings and other cash receipts should never be in the sole possession of one
individual. They are to be counted by a Counting Team of two or three individuals that:
o are designated as members of the counting team;
o are rotated on a regular basis;
o are always in the room when the counting takes place;
o are not related to each other by blood or marriage;
o prepare a Collection Count Sheet (see form below) that certifies the amount of each
offering count and the faithful observation of all offering count procedures;
When not in the possession of one of the Counting Teams, collections are to be kept in a
secure and safe location; preferably a locked vault with limited access; and
Diocese of Covington
Policies & Procedures Manual
Section: Income
Policy: Collection Counting Procedures Sundays and Holy Days


Page 2 Revision: November, 2013
An individual responsible for the disbursement of parish funds is not to be a custodian of
uncounted collections; and
No disbursements are to be made from undeposited collections.


DISPOSABLE COLLECTION BAGS
Effective immediately, all parishes are to use disposable/tamper-proof collection bags in conjunction
with their Sunday/Holy Day collections. These bags are more secure than locked bank bags for the
following reasons:
o Plastic bags are unable to be opened without leaving evidence of being opened.
o Sequentially/uniquely numbered bags can be logged, tracked and controlled by mass.
o Folded bottom edges each bag has folded bottom edges which discourage tampering; only
puncturing allows entry, which is easily detected.
o SECUR-PAK patented tape resists heat, dry ice, solvents and other temperature controlling
agents which can be used to open bags without leaving evidence of tampering.

Ordering information for these bags is included at that end of this policy, or on the Diocesan website in
the Policies and Procedures Manual section. For more information on the bags, please visit the SecurPak
website at www.securpak.com. Click products, then click Tamper Evident Products.

Immediately upon receipt of a supply of disposable collection bags, they must be logged onto the
Disposable Collection Bag Control Log (see sample at the end of this policy) and stored in a secure
location to prevent unauthorized use, or switching, of collection bags.
Diocese of Covington
Policies & Procedures Manual
Section: Income
Policy: Collection Counting Procedures Sundays and Holy Days


Page 3 Revision: November, 2013
COLLECTION COUNTING PROCEDURES

The following procedures are to be observed for all collections of the parish.
1. Before mass, non-reusable plastic collection bags are to be issued for each mass. The business
office should write the date/time of each mass on each bag. They should also record which bag
(by number) was assigned to which mass. An indelible marker (such as a Sharpie) should be
used to write on the bags. Bags should also be issued/recorded for any special or second
collections.
2. Ushers take the collection from the offering baskets immediately after the collection is taken
(before it is taken to the altar). All contents are to be placed into the plastic bag identified for
that mass. The bag is to be sealed and signed by at least two of the ushers on the lines marked
FROM.
3. For aesthetic reasons, the parish may wish to place the plastic bag in another more discreet
container to be taken up to the altar. But, the bag must be sealed immediately upon the
contents being placed in it.
4. After mass, the plastic bags are to be placed in a safe/secure location. Preferably under lock and
key with a limited number of people having access to the key.
5. On counting day bags are brought from the safe/secure location to a secure room. From this
point, until the completion of all procedures, at least two people are always present. To
prevent confusion, distraction and loss of concentration, only persons involved in the counting
process should be present in the secure room.
6. The bags are to be examined for evidence of tampering. Finding no evidence of tampering, all
counters are then to sign the bag on the lines marked TO.
a. Should any evidence of tampering be found, the count should be stopped immediately
(without opening the bag) and the evidence reported to the pastor and business
manager. The counting should continue only after documenting the situation entirely.
This may include taking pictures of the bag, making notes of what was seen, who saw it,
what was found, etc.
7. Counting Team begins filling out the Collection Count Sheet enters the Parish name, the
collection date(s), the date counted, and the disposable bag number(s) that were used. The
Collection Count Sheet is included in this policy immediately following these procedures. It
can also be found on the Diocesan website at: www.covdio.org, All Diocesan Offices,
Finance, and then Policies and Procedures Manual. The online form also includes a version
that has formulas built in to total/subtotal the amounts.
8. Bags are then opened and the counting begins.
a. Separate out miscellaneous envelopes and other non-cash items which may be included
in the collection basket. Handle these on an individual and appropriate basis. That
should leave only loose cash and parishioner envelopes.
b. If checks are in the collection without an envelope, set these Loose Checks aside to
obtain the envelope number later in the process.
c. Loose cash:
i. Separate bills into stacks by denomination.
ii. Count the cash/coins twice. Verify the two totals match.
iii. Wrap the currency in appropriately sized bundles.
iv. Log the count on the Collection Count Sheet
Diocese of Covington
Policies & Procedures Manual
Section: Income
Policy: Collection Counting Procedures Sundays and Holy Days


Page 4 Revision: November, 2013
v. Set the cash aside.
d. Open the envelopes and separate those containing cash from those containing checks.
e. Envelopes with cash:
i. Write the amount of the cash on the face of the envelope.
ii. Cash in the envelope should stay with the envelope.
iii. A second person compares the cash in the envelope with the amount written on
the envelope.
iv. Separate the cash from the envelopes.
v. Count the cash in the same manner as the loose cash procedures above.
vi. Total the amounts written on the envelopes.
vii. Ensure that the total of the cash and the total of the envelopes are the same.
viii. Log the count on the Collection Count Sheet
ix. Set the cash and envelopes aside.
f. Envelopes with checks:
i. Write the amount of the check on the face of the envelope.
ii. Separate the envelopes and the checks into two piles making sure to keep
them in the same order in their respective piles. This will help in finding any
reconciling issues at the end of the counting.
iii. Total the amount of the checks saving the adding machine tape.
iv. Total the amount written on the envelopes saving the adding machine tape.
v. Ensure that the total of the checks and the total of the envelopes are the same.
vi. If they do not agree, compare the two adding machine tapes.
vii. Endorse the checks with a restrictive endorsement stamp; i.e. for deposit only
viii. Log the count on the Collection Count Sheet
ix. Set the checks and envelopes aside.
g. Loose Checks identified in B above:
i. Make a separate list and total the loose checks.
ii. Attempt to ascertain the appropriate envelope number of the family, if possible.
iii. Endorse the checks with a restrictive endorsement stamp; i.e. for deposit only
iv. Log the count on the Collection Count Sheet
h. Total all cash/checks from above loose cash, loose checks, all envelopes.
i. Prepare deposit slip and compare to total.
j. Total the Collection Count Sheet
k. Compare the deposit slip total to the Collection Count Sheet
l. The counting is finished when the Collection Count Sheet equals the total on the
deposit slip. Any and all discrepancies are to be investigated and reconciled.
m. All counters are to initial the deposit slip and sign the Collections Control Sheet
9. The deposit slip, cash and checks are to be placed in a safe/secure location until such time that
the deposit is taken to the bank.
10. The Collection Count Sheet and the now-opened disposable collection bags are to be given to
the parish business manager or bookkeeper.
11. The empty envelopes are used to enter the amount given into the Parish Data System (or other
system used to keep track of envelope contribution for each family). The amount entered into
PDS (or other system) is to be reconciled to the total of the envelopes.

Diocese of Covington
Policies & Procedures Manual
Section: Income
Policy: Collection Counting Procedures Sundays and Holy Days


Page 5 Revision: November, 2013

COLLECTION COUNT SHEET
Parish Name:
Collection Date(s): Date Counted:
Bag Number(s) Used:
DESCRIPTION COINS CURRENCY CHECKS TOTAL
Unidentified Loose $ $ n/a $
Envelopes - Cash $ $ n/a $
Envelopes - Checks n/a n/a $ $
Special Collection:
Collection Name:
Loose $ $ n/a
Cash $ $ n/a $
Checks n/a n/a $
Other Deposit Items:
NAME/DESCRIPTION:
$ $ $ $
$ $ $ $
$ $ $ $
$ $ $ $
$ $ $ $
$ $ $ $
$ $ $ $
$ $ $ $
$ $ $ $
$ $ $ $
$ $ $ $
$ $ $ $
$ $ $ $
GRAND TOTALS $ $ $ $
Signatures of all Counters:
Diocese of Covington
Policies & Procedures Manual
Section: Income
Policy: Collection Counting Procedures Sundays and Holy Days


Page 6 Revision: November, 2013
SAMPLE DISPOSABLE BAG CONTROL LOG
Actual Form can be downloaded on the Diocesan website at www.covdio.org,
click All Diocesan Offices, then click Finance, then Policies and Procedures Manual


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(
1
)

-

U
n
u
s
e
d

b
a
g
s

a
r
e

t
o

b
e

k
e
p
t

i
n

a

s
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c
u
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e

l
o
c
a
t
i
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n

t
h
a
t

h
a
s

l
i
m
i
t
e
d

a
c
c
e
s
s
.
(
2
)

-

B
a
g

n
u
m
b
e
r
s

a
r
e

t
o

b
e

e
n
t
e
r
e
d
/
l
o
g
g
e
d

i
m
m
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d
i
a
t
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l
y

u
p
o
n

r
e
c
e
i
p
t

o
f

t
h
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b
a
g
s

f
r
o
m

t
h
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v
e
n
d
o
r
,

a
n
d

a
r
e

t
o

b
e

s
e
c
u
r
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l
y

s
t
o
r
e
d
.
(
3
)

-

A
s
s
i
g
n
e
d

m
a
s
s

d
a
t
e
/
t
i
m
e

a
r
e

t
o

b
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e
n
t
e
r
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d

o
n

t
h
e

l
o
g

a
t

t
h
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t
i
m
e

o
f

i
s
s
u
a
n
c
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w
i
t
h

t
h
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i
s
s
u
i
n
g

p
e
r
s
o
n
'
s

n
a
m
e

n
o
t
e
d
.
(
4
)

-

T
h
e

p
e
r
s
o
n

r
e
c
e
i
v
i
n
g

t
h
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b
a
g
(
s
)

s
h
o
u
l
d

l
i
s
t

t
h
e
i
r

n
a
m
e
,

t
h
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c
o
u
n
t
e
r
s

n
o
t
e
d

o
n

t
h
e

b
a
g

a
n
d

t
h
e

c
o
n
d
i
t
i
o
n

o
f

t
h
e

b
a
g
.
Diocese of Covington
Policies & Procedures Manual
Section: Income
Policy: Collection Counting Procedures Sundays and Holy Days


Page 7 Revision: November, 2013
SECUR-PAK
COLLECTION BAG ORDER FORM

FROM:
Name

Attention

Address



Phone


KEMCO SALES LLC
19 STIRRUP PLACE
WILTON, CT 06897
(203) 762-1902
FAX (203) 762-2548
ken@securpak.com
www.securpak.com
PRICES DO NOT INCLUDE SHIPPING CHARGES
OPAQUE BAG
#
SIZE
WxL
UNIT
of
SALE
MIN.
QTY.

Price
Order
Quantity

SCO-1T

9X12

100

300

$.25



SCO-2T

12X16

100

300

$.34



SCO-4T

14X19

100

200

$.40



SCO-6T

15X19

100

200

$.45



SCO-8T

19X19

100

100

$.55



SCO-12T

19X24

50

100

$.68



SCO-14T

22X24

50

100

$.74



SCO-18T

24X24

50

100

$.79