St. Charles Borromeo Parish at 1818 Coal Pl SE, Albuquerque, NM 87106 US - Guidelines for Handling the Weekly Collection

Saint Charles Borromeo Roman Catholic Community At Masses when a collection is taken, ushers bring up the collection with the bread and wine to be offered. Immediately following the reception of the bread and wine, the ushers take the basket(s) with the envelopes and money to the Front Office to put the collection(s) in the tamper-proof bag(s) as soon as possible. At least two people accompany the collection basket(s). The ushers place the monies and envelopes in the bag(s), making sure that the money has been unfolded and lays easiler in the tamper-proof bags. The tamper-proof bag is locked and dropped into the safe and held there until counted. Other monies that come in during the week (for weddings, funerals, religious education, baptisms, etc.) are also put into an envelope with the proper amount outside of the envelope and dropped into the safe until it is counted. The counters are responsible for opening the safe on Monday (or Tuesday morning if there is a holiday on Monday). A minimum of three people, forming a “count team” always count the collection. Staff members do not serve as counters. The counting takes place in the secured Committee Room. The “counter leader” insures that there are plenty of other counters present. If there are not, the collection count is suspended until a time when there will be plenty of counters present. If a counter is not able to be present, s/he will contact the “counter leader.” Count teams will be responsible for: * Counting the envelopes and money from the collection and other funds in the safe. * Stamping all checks with the “Deposit in Saint Charles Account” * Completing and signing the collection count sheet. * Running a calculator tape on envelope donations and attaching it to the envelope bundle. * Comparing the count sheet to the calculator tape for verification. * Preparing the deposit slip. * Loose checks are copied. The count sheet should designate all funds. In order to do this, envelopes must be sorted by fund (i.e. regular, building, Saint Vincent de Paul, etc.) and a calculator tape attached to the group of envelopes for that fund. These totals are transferred to the count sheet. They must also coincide to the totals of envelopes posted to the census program. Second collections for special projects or uses, with separate envelopes, should also be reported and identified as a designated collection on the count sheet. They should be counted separately and deposited into the parish checking account for subsequent transfer to the appropriate organization. The collection is put into a deposit bag and transported to the credit union immediately after the count by the Finance Manager or designated person by the Pastor. This deposit bag is locked. The duplicate copy of the deposit slip, as well as the credit union validated copy of the deposit slip is attached to the count sheet. The secretaries record the envelope amounts each week. At the end of the tax year, each parishioner will receive a copy of their contributions to Saint Charles. This will be sent out by the parish secretaries by January 15, with a letter signed by the pastor. --Developed and promulgated August 15, 2006 Solemnity of the Assumption of Mary

(Back)