INTERNAL ACCOUNTABILITY PROCEDURES
FOR THE ARIZONA MISSION CENTER

Updated 08/11/04

These persons will have a role in the financial accountability of the Arizona Mission Center:

1. Arizona Mission Center Financial Officer
2. Arizona Mission Center Bookkeeper
3. Arizona Mission Center Assistant Treasurer
4. Arizona Mission Center Finance Committee - made up of the Mission Center Financial Officer, the Mission Center Bookkeeper, and two (2) members at large, elected by the Mission Center
5. Arizona Mission Center Council
6. Western Field Apostle
7. Presiding Bishopric

PROCEDURES

Budget

The budget will be developed by the Mission Center Financial Officer, in coordination with the Mission Center staff, and the Mission Center Finance Committee. The budget will be presented to, and approved by, the Arizona Mission Center at its annual Fall conference. The budget will be for the calendar year, beginning January 1, of the following year.

Once approved, the bottom line figure in the budget can only be raised by a vote of the Mission Center.

Any single line item may be increased by an amount not to exceed 20% of the particular line item per year, with the approval of the Mission Center Finance Committee, as long as the bottom line is not exceeded.

An emergency expenditure, not accounted for in any line item of the budget, can be approved by the Mission Center Financial Officer, as long as the bottom line of the Mission Center budget is not exceeded. The Mission Center Financial Officer will notify the Mission Center Finance Committee, in writing, within one week. An account of the expenditure will be reported at the next Mission Center Council meeting. Emergency expenditures will be reported to the Mission Center, at the next Mission Center conference.

Financial Statements

Financial statements prepared by the Bookkeeper, will be submitted to the Mission Center Financial Officer for review on a quarterly basis. These statements will be submitted to the Mission Center Finance Committee, and compared to the approved budget, at the next scheduled Finance Committee meeting. Particularly, income and expense accounts should be examined and compared with budgets, previous year’s balances for the same period of time, and current estimates of amounts.

Records

All accounting records and supporting documentation of any type will be kept on file and maintained for several years until it is destroyed in harmony with the Records Retention Policy. These records will be kept by the Mission Center Financial Officer.

Documentation

All journal entries should have sufficient description written on them to fully explain the purpose and to justify the amounts. These will be reviewed, at least once a month, by the Mission Center Financial Officer and approved.

BANK ACCOUNTS

Account Authority

The Mission Center Financial Officer will possess authority over the bank accounts. The bookkeeper will have inquiry authority only and will not be able to withdraw funds, transfer funds, or authorize electronic transactions.

An Assistant Treasurer will have signature authority, only to enable checks to be signed if the Mission Center Financial Officer is unavailable. The Assistant Treasurer will not have authority to approve expenditures.

The Presiding Bishopric will also have signature authority on all Mission Center accounts.

Reconciliation

All bank statements will be received and reconciled, monthly, by the Bookkeeper. After the reconciliation is completed, the bank statement and a copy of the reconciliation should be sent to the Mission Center Financial Officer for safekeeping. The bookkeeper will keep a copy of the bank statement and the original reconciliation. The documents kept by the bookkeeper may be requested during the performance of a financial audit and should be available.

RECEIVING FUNDS

Cash Receipts

All monies will be received by the Mission Center Financial Officer. All checks are stamped on the back with the corresponding Community of Christ account number. A copy of every check will be made. The Mission Center Financial Officer will prepare the deposit slip. The check copies will be attached to the copy of the deposit slip. The deposit receipt from the bank will be attached to the copy of the checks and deposit slip. A copy of the checks, the deposit slip, and the bank deposit receipt will be given to the Mission Center Bookkeeper.

Check Payee

Instructions will be given for all checks to be made payable to the church and never to an individual.

DISBURSING FUNDS

Check Signing

Except in case of emergencies, or other unforeseen circumstances, the Mission Center Financial Officer, and the Bookkeeper, will meet once a month to write checks. All checks require a receipt, or other supporting documentation. An expense voucher will be completed, signed, by the Mission Center Financial Officer, authorizing payment, and attached to the receipt. A copy of each voucher will be made, and kept by the Mission Center Financial Officer. The original voucher and receipt will be given to the bookkeeper authorizing the writing of a check. The check will be written by the Bookkeeper, and signed by the Mission Center Financial Officer. The Mission Center Financial Officer will disburse reimbursement checks.

Checks will be written only for reimbursement of expenses. Checks will not be written in advance. Exceptions will be determined on a case by case basis by the Mission Center Financial Officer, and approved by the Mission Center Financial Committee.

If the Mission Center Financial Officer is not available, the Assistant Treasure will sign checks on authorized expenditures. In this instance, verbal authorization may be given by the Mission Center Financial Officer. An expense voucher, for the expenditure, will be signed by the Mission Center Financial Officer as soon as practicable.

In an emergency, or other unforeseen circumstance, the Mission Center Financial Officer can write and sign a check without others present. When this need arises, the Mission Center Financial Officer will obtain, and copy, all supporting documentation. An expense voucher will be completed and copied, with the original being attached to the receipt. The Mission Center Financial Officer will notify the bookkeeper, as soon as practicable, that a check has been written, and the original expense voucher, and receipt, will be given to the bookkeeper. The Mission Center Financial Officer will keep a copy of the voucher.

Checks needing to be issued, at other times (reunion, camps, etc.) will follow the same guidelines.

Voided checks are marked VOID and included with the expense vouchers in the subsequent numerical order.

Oblation Funds

Oblation assistance provided to needy persons should be made by the Mission Center Financial Officer, or the Congregational Financial Officers. Congregational Financial Officers are authorized to provide Oblation Funds to an individual up to $400.00 per month, or three (3) occurrences within a twelve (12) month period, without the approval of the Mission Center Financial Officer. The Mission Center Financial Officer is authorized to approve Oblation Funds to an individual up to $1000.00 per month, or three (3) occurrences within a twelve (12) month period, without World Church approval.

The Aid Form, OB 100, should be completed by the person authorizing the aid and submitted directly to church headquarters.

Purchasing

Any single purchase exceeding $250.00 must have approval of the Mission Center Financial Officer.

PAYROLL

Currently, the Arizona Mission Center has no payroll. Should this change, in the future, a policy regarding payroll and payroll records, will be developed.

INVESTMENTS

Reserves and Endowments

The World Church, in conjunction with its insurance carrier, is committed to secure the appropriate handling of church funds. The Arizona Mission Center, and each congregation within the Arizona Mission Center, with total cash and investments over $100,000.00 shall place these funds in one of the investment options of the Affiliate Investment Pool.

Long term investments (5 years or more) should be put in Affiliate Pool A. Short term investments (5years or less) should be put in Affiliate Pool B.

The Mission Center Investments will be reported to the Mission Center at its Fall conference. The investments will be reviewed, periodically, by the Mission Center Council.

AUDIT

An audit will be performed on a yearly basis following the guidelines issued by the World Church. The Arizona Mission Center will utilize the World Church contracted auditor, to conduct the audit.

IMPLEMENTATION

Implementation of these guidelines will occur upon approval by the office of the Presiding Bishopric. These guidelines will be reviewed by the Mission Center Council and presented to the Mission Center for their information.