Section 2 — Treasury Administration
Methods of ReportingThere are three reporting options available to the Local Church Treasurer. They are:
Tithes and Offerings Online Reporting System (TOORS)
The SPD Tithes and Offerings Online Reporting System (TOORS) is a web based system designed to assist local church treasury teams to complete all of the required recording and reporting functions online. Access to TOORS requires a user name and password, which can be obtained by completing the TOORS Access Application form available from the Local Church Support Services department. Passwords are unique for each user and must not be shared.
The Local Church Support Services department has an Excel spreadsheet template that can be used for monthly reporting. It includes a bank reconciliation and GST report template.
The Local Church Support Services department can supply a monthly report sheet, which comes in duplicate, to allow treasurers to handwrite their monthly report. A printed bank reconciliation and GST Report can also be provided
Bank AccountsCash Management Facility
The Cash Management Facility (CMF) bank account is provided and operated by the South Pacific Division for the purpose of pooling denominational funds to optimise earning potential. Funds held in the CMF are available at all.
Division CCMF Ltd operates one central bank account with Westpac. However, all communication about the CMF account must go through the Conference office, not directly with Westpac. This includes requests for stationery such as deposit books and cheque books, as well as change-of-address or account signatories.
Each CMF account is assigned a unique six digit code. This code must be used when making any deposits to CMF – the deposit books supplied include this code. It is recommended to ask the teller to give you a printed receipt with the code on it to ensure that it has been recorded. Business Express Deposits may be used with an encoded deposit slip and a comprehensive analysis of cash and cheques deposited retained as proof of deposit. On the back of any cheques deposited into CMF should be written “Please pay Division CCMF Limited." If a cash/cheque deposit is missing from your CMF account, please contact the Local Church Support Services Department and they will assist in identifying the transaction.
Interest income is distributed to each CMF account at the end of March, June, September and December, having accrued on the daily balance of the account.
Authorised CMF Signatories are to be recorded on the appropriate form supplied by the Conference. These signatories for the account are to be local church approved signatories. It is best practice to have at least three signatories listed, with any two to sign, keeping in mind the avoidance of real or perceived conflict of interest issues.
Expenses can be paid from your CMF account via cheque or electronically using CMF Online. Any CMF cheques must first be franked by the machine at the Conference office before being given to the payee. The two local church signatories should sign on the left hand side of the cheque. Cheques should never be written out to cash. A stop payment on a cheque needs to be communicated to the Conference, not Westpac.
CMF Online is online banking for CMF and is available to all churches with a CMF account. Access to CMF Online can be obtained by completing a CMF Online Application form available from the conference office. Passwords are unique for each user and must not be shared. The CMF Online service allows users to view their statements, and transfer funds by EFT and BPAY. To use the payment feature, two local church signatories must have access to CMF Online. Please be aware that for payments to be processed the same day, they must be second authorised in CMF Online by 12.30pm Monday to Thursday and 12 midday on Friday.
CMF requires notification, through the Conference, of any deposits or withdrawals of $20,000 or more before 12.30pm on the day it is to occur.
CMF bank statements will be available towards the end of each month with transactions listed up to around the 22nd of the month. Transactions for that month after that date will appear on the following month’s statement, with the exception of June and December when the CMF statement will be available shortly after month end as the statement will include transactions up to the end of the month.
Local Bank Account
In some cases, for operational convenience, the local church may wish to operate a second bank account (other than CMF) at a local bank branch (Westpac is recommended). This account must be in the name of the local church and set up with a minimum of two signatories to change bank account details and to authorise payments. As with the CMF account, it is recommended to have at least three signatories listed on the account. The treasurer should arrange for bank statements to be issued monthly, with the balance ending on the last day of the month.
It is recommended that the balance of the local bank be kept at a minimum. It can be replenished with transfers from the CMF account as needed. This creates maximum interest income earnings on the CMF account with good general stewardship of the funds.
Church Treasurer’s SuppliesThe Conference carries supplies of some items of stationery that are always available to the Local Church Treasurers.
• A4 & A5 mail envelopes
• Tithe envelopes – including children’s
• Weekly Count Sheet Books
• Receipt Books
• Weekly Analysis pads
• Monthly Report sheets
• Bank Reconciliation forms
• GST Claim forms
• TOORS Application form
• CMF Online Application form
• CMF Deposit books
Please contact the Local Church Support Services Department if you require any of the above.
Local Church Record Retention Policy
The treasurer is responsible for storing and archiving local church treasury records. The local church should provide storage space for church records that prevents unauthorised access and provides physical security that is fire, flood and vermin proof, lockable and preferably moisture-controlled.
Files to be preserved permanently may be kept in hard copy and/or electronically at the discretion of the Board.
To the left is a recommended list of retention time frames for specific treasury items. Document destruction should always be deferred if litigation or investigation is anticipated. Documents of a confidential nature (e.g. personal information, reports) should only be disposed of by shredding — not discarded into a bin.