How money is handled at HCC

Maintaining financial accountability is very important at HCC. Consequently, we have implemented a variety of procedures to insure that donations and all financial matters are handled carefully, confidentially and with integrity. The following bullets provide a detailed explanation of how donations received in the Sunday morning offering are processed at the church. Additionally, there are a few related comments which stress the steps taken to insure financial integrity in all matters related to money.

Offering
- Two ushers collect all offering plates and place the offering in a sealed bag until services are complete. 
- Two elders/financial staff members [men whose integrity has been reviewed by the church] open the sealed bags, and sort the offering. All cash is counted and verified. A worksheet is completed identifying total cash received, and the cash and checks are secured with the worksheet for the financial administrator. Each of the counters signs and dates the sheet. 
- The financial administrator opens the bags and verifies all cash counts. All donor identified gifts are loaded into the computer by donor name, identifying check number and amount of gift. A summary entry for loose cash is made. 
- From this information a deposit report is generated. The worksheet and deposit report are attached to a copy of the bank deposit slip. Once the deposit is made at the bank, the receipt is attached to the backup documentation and is available for review by the elder board treasurer. 
- All personal financial information acquired in the counting of offerings is kept strictly confidential. Information about individual donations is not revealed to anyone other than the financial administrative staff. 
- At no time is cash removed from the offering for payment of expenses, or for donations to individuals or organizations. All money received in the offering is deposited to the church accounts and payments are issued by check.

Payment of bills 
- All expenses to be paid are reviewed by appropriate ministry personnel and checked by the financial administrator prior to payment. 
- A purchase procedure is used to insure suitable checks and balances for large purchases. 
- All checks issued are signed by two parties --- the financial administrator and one other approved individual [elder board chair, elder board treasurer, designated office staff member]. 
- If a check is ever issued to the financial administrator it is signed by the alternative party regardless of amount. 
- All payments are backed with supporting documentation and are available for review by the elder board treasurer or chair at any time. 

Financial Reporting 
- Bank account reconciliations are thoroughly reviewed by an approved staff member after compilation by the financial administrator. 
- Once a month a full financial report of income and expenses is issued to the elder board treasurer and a summary financial report is issued to the entire elder board. 
- Annually a full audit of the church books is conducted by an independent accounting firm which reviews all accounts and procedures in detail, pulling random documentation and verifying financial information and procedures. All financial records are available for their scrutiny. Any findings or recommendations are presented to the elder board treasurer and financial administrator in a summary meeting. In the past three years no findings have been issued, and limited recommendations for improvement have been made and implemented as deemed appropriate by the elder board treasurer and financial administrator. 
- Annually a full financial report is presented to the congregation which outlines major account areas, actual spending compared with current budget, and an updated budget for the new fiscal year