There's a Hole in the Bucket...
It happens more often than you think it should. The church seems to be vital, even growing, but the money in the collection plate doesn't keep up with the growth, or there seems to be a shortfall every month. There might be grumbling about how the new folks aren't pulling their weight financially. Then someone notices some irregularities, even though a trusted, long-time volunteer has been responsible for the money. And then it comes to light that hundreds, even thousands of dollars are unaccounted for.
Churches are especially susceptible to theft, embezzlement and fraud. We foster an environment that encourages trust and vulnerability in other aspects of congregational life. We are often so desperate for volunteers we don't ask for the kind of skills or accountability that we should to meet our fiduciary responsibilities. And we often inherit systems, habits and volunteers that would be hard to change without a good reason. Here are some basic practices and policies that every congregation should have in place:
- Two signers for checks
- Separate duties of income, check writing, check signing and reconciling accounts to provide checks and balances (e.g. the person who makes the deposits should not write checks)
- Reimbursements must have receipts and proper paperwork and signatures
- Duplicate Bank Statements that go to non-signers
- Mandatory vacations for employees who have financial duties
- Have the finance committee or other appointed committee review church financial records annually
- Have the finance committee track patterns of giving over time
- Permanent financial records should be kept at the church, not in someone's home
The Collection Plate
- Have two unrelated counters of every offering
- Rotate count teams
- Have 2 copies of the deposit slip. One goes with the money to be deposited, the second goes to another person that can provide a financial check and balance
- Immediately deposit the money after the service using a sealed bank security bag. NEVER allow anyone to take the offering home.
Uh-Oh...We Might Have a Problem
If you think that your congregation might be a victim of theft, embezzlement or fraud:
- contact your attorney immediately
- contact your District or Regional Congregational Life staff person.
consider engaging a Certified Fraud Examiner to assist you with the formal investigation
DO NOT confront the person
- keep the investigation confidential
- don't be afraid to press charges
- Once the investigation is complete and charges have been files, be as transparent as possible with the congregation. Let them know the amount of the theft and what changes in policy and procedure have been put in place to prevent such occurrences in the future. Your members need to know that their financial gifts are being well-stewarded.