Policy and Principles
Each stake and ward should keep current, accurate financial records. These records help stake presidents and bishops account for and protect sacred Church funds. Accurate records are also necessary for preparing budgets, managing the budget allowance, and providing information to members on their financial contributions.
For information about the use and retention of records and reports, clerks should refer to instructions from Church headquarters or the assigned area office. Financial records should be retained for at least three years plus the current year. Local laws may require longer retention periods. (General Handbook: Serving in The Church of Jesus Christ of Latter-day Saints, 34.6.9, ChurchofJesusChrist.org)
STEP 1
Financial records should be retained for at least three years plus the current year. Local laws may require longer retention periods.
STEP 2
Protect all information against unauthorized access, change, destruction, or disclosure. Keep all financial information related to donations and expenses and reimbursements in a locked file cabinet in the clerk’s office.
STEP 3
The clerk and a member of the bishopric should file the following documents created during the donation recording process:
- The Tithing and Other Offerings form.
- A copy of the deposit slip.
- The ward copy of the Deposit Report.
- The Tithing and Offerings Batch Report.
Procedures
After preparing the bank deposit, but before actually making the deposit, the clerk and a member of the bishopric (or two members of the bishopric) should file all the documents created during the donation recording process. This includes:
- The donation forms
- A copy of the deposit form
- The ward copy of the deposit report
- The Tithing and Offerings Donation Batch Report
These should go into a weekly file in one bundle or envelope. Financial records should be retained for at least three years plus the current year. Local laws may require longer retention periods.
Protect all information against unauthorized access, change, destruction, or disclosure. Keep all financial information related to donations and expenses and reimbursements in a locked file cabinet in the clerk’s office.