The following instructions will be used by multiple persons to process Westminster United Church offering. Bank deposit slips, bank envelopes and collection sheets are available in the Counting drawer.
Pick up givings and count the collections following the church service in the church office.
Record the loose collections as “local” on the bottom line of the collection sheet.
Arrange the envelopes in order by number. Then record regular givings in numerical order by envelope number. As you open the envelopes, ensure that the amount inside is indicated on the envelope if not already there. If there already, check that the amount and the figure on the envelope agree. “Special fund” includes anything different from regular collections and allocations, such as Oxford House donations, fundraising activities, corporate donations, cheques from Regional Council, etc.
Watch the cheques for any post-dated ones. If post-dated, exclude the cheque from the collection sheet and place the cheque in the Treasurer's drawer for holding until the date of the cheque is attained.
Record any loose cheques received by name as “local” and show name in “Comments.” Also indicate any special notes such as address change, person requires envelopes, etc.
Provide subtotals for the columns as indicated on the collection sheet.
Total all columns on the collection sheet, prepare the bank deposit slip, and ensure that totals on the collection sheet and the bank deposit slip agree. Enter the counter names and the date on the collection sheet.
Please stamp the back of each cheque and the bank envelope. The stamp is in the left top drawer of the Secretary’s desk. Insert the cash, the cheques and bank deposit slip copies one and two in the bank envelope. Try to minimize the number of coins included.
Please make one photocopy of the collection sheet. The photocopy access number may be obtained from the Secretary, the Minister, the Treasurer or other counters. Put the copied collection sheet in the Secretary’s folder.
Place the original of the collection sheet, used envelopes (for audit purposes) and the third copy of the bank deposit slip in the Treasurer's drawer at the church.
If there are locked bags available, you can take it to the night deposit box at the Royal Bank at Westmount Place. If there are none available, you can take the deposit in to any Royal Bank during regular hours, or you can drop it off in the night deposit box at the Highland Road branch, near Westmount, or the Ottawa and River Road branch. Cheryl MacLean is available to do the bank deposit on Monday mornings, so you can give it to her as well.
Please arrange for a back up when you are not available on the date you are scheduled to count.