Church Donation Transparency Checklist

To ensure that your parish is maintaining the highest standards of financial transparency and accountability, it’s essential to adhere to a set of best practices when recording and depositing Sunday collections. These practices not only foster trust within the congregation but also help safeguard the financial integrity of the church.

1. Pre-Collection Preparation
   Establish a clear donation process for cash, checks, and online donations.
   Encourage parishioners to use envelopes or digital giving platforms like PushPay for easier tracking.
   Appoint trusted members of the parish to oversee donation handling (ideally two or more people for accountability).
2. Recording Donations
   For physical donations (cash/checks):
   Count the donations immediately after each service, with at least two people present.
   Record each donation in QuickBooks Online (QBO) with donor details (if available).
   Use detailed descriptions for each donation type (e.g., Sunday offering, special collection).
   For digital donations:
   Ensure PushPay is integrated with QBO to automatically log digital contributions.
   Regularly review PushPay reports to ensure all donations are accurately recorded.
3. Safeguarding Funds
   Ensure proper security measures are in place for handling and transporting physical donations.
   Use locked deposit bags or secure systems when transporting cash or checks.
   Establish a schedule for timely bank deposits to avoid delays in depositing funds.
4. Weekly/Monthly Review of Donations
   Regularly compare donation records in QBO with bank statements to verify that all donations have been deposited.
   Cross-check PushPay’s digital donation records with QBO to ensure accuracy.
   Generate detailed reports in QBO for parish leadership to review donation trends and ensure financial transparency.
5. End-of-Year Reporting
   Prepare an annual report for parishioners that summarizes the total donations, key expenses, and how funds were used for the church’s mission.
   Ensure all donor information is up-to-date in QBO for issuing annual giving statements.
   Review all financial records to ensure compliance with diocesan and legal financial reporting requirements.
6. Regular Audits
   Schedule periodic internal or external audits to ensure adherence to transparency and best practices.
   Prepare all documentation, including QBO records and PushPay logs, for auditors to review.
   Implement any recommended changes from the audit to improve financial transparency.