Ministry Expenses

Fundraising:

To ensure all fundraisers at St. Anthony adhere to Archdiocesan guidelines and fulfill the overall mission of the parish/school community, all fundraisers must have prior approval of the parish Leadership Team.
Fundraising applications are submitted during annual scheduling and must be approved.
Approved fundraisers must strictly adhere to the approved scope and comply with all accounting guidelines.

Collection of Funds:

When cash or checks are turned in at the front desk to the receptionist, please request a copy of a Money Receipt.
Outside of office hours, checks and cash should be deposited according to protocol. See your ministry-assigned staff member for directions. Money that is collected may not leave campus.

Ministry Expenses:

Keep in mind, ministries do not have a budget provided by the parish. The only way they can submit expenses for reimbursement is if they have collected money from their attendees and have money to spend.
Check requests, expense reimbursements, and invoices must be submitted to the ministry-assigned staff member who oversees the ministry for review and approval.
Check requests are when a person is not being paid back for something. The “Check Request Form” is required to be completed to process the money. (Example speakers and fees).
Expense reimbursements are when a person is being paid back for something. The “Expense Reimbursement Form” is required to be completed to process the money.
Detailed receipts/proof of purchase must accompany any requested reimbursements.
All check requests, expense reimbursements, and invoices incurred/dated during a month must be submitted to the ministry-assigned staff member no later than 7 calendar days in the subsequent month, or they risk not being paid.
Bills are paid within 2 weeks unless there’s a holiday, then the schedule is adjusted as seen fit.
An IRS Form W9 is required for all vendors, checks will not be written without one.

Sales Tax

Sales tax cannot be reimbursed because the parish (and its ministries) is a tax-exempt organization.
The purchase of a non-taxable item requires the vendor to be provided with an exemption certificate in the form prescribed by the Texas Comptroller of Public Accounts.
Contact your ministry-assigned staff member for this certificate.

Contracts

Only the pastor has the authority to sign contracts.
No ministry representative or parish staff member is legally authorized to sign any contract. If one does, the contract is null and void.
All contracts must be submitted to the ministry-assigned staff member.
All contracts will then be forwarded to the Archdiocese Legal Department for review. Please note that the contract approval may take weeks or months.

Ministry Financials

We have over 100 ministries in our parish, and over 80% have financial transactions involving the parish. We manage over $6M each year. We are fortunate to have a CPA on staff and a bookkeeper. If we all follow procedures, then all will function smoothly for your ministries. We recommend the following for your ministry.
One person per ministry manages all financial transactions, both income & expenses. They review, code, and submit all cash, checks, check requests, expense reimbursements, and invoices to the ministry-assigned staff member for processing.
These transactions should also be tracked by this person to ensure the ministry does not overspend more than the funds that are received. A tracking template should be used.
To reconcile with the parish financials for the ministry, email your ministry-assigned staff member for a ministry financial report no more than once a month. He/she will then forward it to the appropriate accounting staff member to respond.

The Ministry-assigned staff member is the staff member who oversees the department that your ministry falls under. i.e. Adult Faith Formation; Outreach; Devotions; etc. Please direct all questions to them.