(effective 9/209)

Purpose of Policy and Procedure:
The purpose of the Holy Spirit Parish Events Money Management Policy and Procedure is to ensure proper handling of cash and check transactions in association with scheduled Parish events.  It is meant as a reference for anyone who is involved with planning, scheduling and shared ministry work for approved events at Holy Spirit Parish.

Scope of the Policy:
Holy Spirit Parish events occur throughout the calendar year.  These programs may require cash transactions occurring on Parish or School grounds, but outside of the Parish Office.  The following policy and procedures are specific for the handling of financial transactions in association with these types of programs.

Parish Sales Policy:

• The Holy Spirit Parish Program Policy and Procedure (HSP07) applies to all events scheduled on the Parish Master Calendar.  This includes the events themselves as well as events that lead up to an event such as tickets, services, etc. for programs, etc.
• Holy Spirit School (HSS) programs that are important to both the school and church will be included in the Parish Master Calendar and must meet requirements of the Parish Finance Policy.  There may be HSS programs that do not appear in the Parish Master Calendar and will not be subject to this Policy.
• The Pastoral Team or the Administrative Office Staff has the authority to bypass approval procedures provided they do not jeopardize the safety of funds.

Responsibilities:
Parish Finance Office Staff:

• Maintain a log of cash boxes.
• Record initial cash given, date, event, and cash/checks received back.
• Provide instruction to Program Chairs and Organizers on the policy requirements.

Parish Office Staff:

• Be aware and understand the policy to help provide guidance to the volunteers for the events.
• Know how to handle cash receipts in the office for events.

Program Chairs and Organizers: Instruct cash handlers about the policy and what the policy requires of them.

Procedures:
Prior to Event, the Event Chair should:

• Complete Maintenance Request (MR) form at least one week prior to the event to arrange for a table & set-up.
• Collect the following supplies from Parish Finance Office staff:  cash box, receipt book, tamper proof bag.
• Request the Finance Office Staff to provide the appropriate starting cash for making change.  Insert paper notation of starting amount and place in bottom of cash box.
• Confirm with Finance office staff if the cash box will be picked up in the Parish Office or have it locked on Friday in church safe

After Masses, Volunteers responsible should:

• Retrieve the cash box from the sacristy safe. Note: At no time may cash box be left unattended.
• Be stationed at a table with appropriate signage, provide tickets, goods or reservations for payments, making change, as required.
• Provide a receipt for each cash payment.  (No receipt needed for check payments).  Date, amount, reason for payment and your signature required on every receipt.
• Store the cash box in the church sacristy safe when not being used. Ask Mass Coordinator or usher for assistance.
• Count cash and checks in the cash box after the last Mass of the weekend. 
• Make a notation of cash total and check total on notepaper, sign and date. 
• Place all money, notation of the amount in the tamper proof bag and put the bag in the drop box in the sacristy.
• Place the receipt book inside cash box and leave the cash box in the in the sacristy safe

Cash box will be collected from the safe by the Daily Mass coordinator and taken to the parish office before daily Mass.

After scheduled Event, the Event Chair should:

• Count cash and checks. 
• Make a notation of cash total and check total on notepaper, sign and date. 
• Leave notation in cash box.  Place all money, notation, and receipt book inside cash box.
• Store cash box according to instructions from Finance Officer.

If any collection occurs outside of Masses:

• The collector should comply with all of the Holy Spirit Cash/Check Management policy and procedures
• When payments for events are received at the front desk in the Parish Office, a member of the front office staff will provide tickets, goods or reservations for payments, making change, as required from designated cash box.
• The collector should provide a receipt for each cash payment.  (No receipt needed for check payments).  Date, amount, reason for payment and your signature required on every receipt.
• The collector should log payment onto the front office log sheet and deposit payment into the cash box in the Parish Office Safe.