1. St. Vincent de Paul Society Conference Treasurer Training

2. Office of the Treasurer
The Spirituality of Handling Money
“Money makes the world go round.”
“You can’t do anything without money.”
“Money is an instrument of the devil.”
work of the Society requires money
God expects us to be good ministers and dispensers of the ministries to which He called us
includes solicitation and management of funds needed to operate
As Treasurers of Conferences, you are expected to fulfill God’s Will in managing the funds of the Society.
Pray regularly, asking God to guide you in fulfilling the role He has chosen you to fulfill.
“Money makes the world go round.” “You can’t do anything without money.” “Money is an instrument of the devil.” You may have heard any and all of these statements as well as many other similar statements. However, you may not have heard anyone relate spirituality to money. Well, the fact is that the proper use of money can help one to grow spiritually.
Everyone understands that the work of the Society at both the Conference and Council levels requires money. We also know that God has called us to this ministry and, as such, all aspects of this ministry fall within His Will. He expects us to be good ministers and dispensers of the ministries to which He called us. (from the prayer for the Perseverance of Vocations) “All aspects” includes the solicitation and management of the funds needed to operate.
As Treasurers of Conferences, you are expected to fulfill God’s Will in managing the funds of the Society. It is in doing His Will that we can grow spiritually. Pray regularly, asking God to guide you in fulfilling the role He has chosen you to fulfill.

3. Office of the Treasurer
The members meet as brothers and sisters with Christ in the midst of them, in Conferences that are genuine communities of faith and love, of prayer and action. Spiritual bonds and friendship between members are essential, as is the common mission to help the poor and marginalized. The entire Society is a true and unique worldwide Community of Vincentian friends.
(Rule, Part I, Article 3.3)

4. Office of the Treasurer
Appointed by the Conference President after consultation with the Conference
Office of service – not prestige or power
Responsible for the funds of the Conference
Does NOT decide how funds are to be spent
Raises objection if fund expenditure is against the Rule
Must attend meeting regularly
Appointed by the Conference President after consultation with the Conference
Office of service – not prestige or power
Responsible for the funds of the Conference
Does NOT decide how funds are to be spent
If the rule is going to be violated by the expenditure and the Treasurer is aware of this or suspects this, he/she must object to this expenditure.
Must attend meeting regularly

5. Duties of the Treasurer
The Treasurer must
Maintain Conference funds
Prepare budget (if appropriate)
Keep accurate and appropriate records
Be ready for annual audit
Financial report of ALL accounts, reported at every meeting and reflected in the minutes.
Value of In-Kind donations should be reported at every meeting as well.
Funds separate from the Treasurer's personal assets or those of other Vincentians or the parish
Funds should be deposited regularly and promptly
Try to get an account free of service charge
The Treasurer is responsible for
Maintaining the Conference funds
preparing the Conference's budget (if one is appropriate)
keeping accurate and appropriate records of the receipts and expenditures
keeping the accounts which should be audited at least once a year by two members not officers of the Conference
The Treasurer keeps up-to-date the financial report of ALL accounts, reported at every meeting and reflected in the minutes. In this way, the true financial condition of the Conference is known at all times.
Value of In-Kind donations should be reported at every meeting as well.
Funds belonging to the Society must always be kept separate from the Treasurer's personal assets or those of other Vincentians
Conference funds should be deposited regularly and promptly in a bank account that is In the Conference name.
Many banks do not charge a monthly service fee to churches or not-for-profit organizations. Don't be timid about negotiating with the bank on this matter or about switching to a bank that does not charge a monthly service fee.

6. Duties of the Treasurer (Cont’d)
Bank report and balance submitted, at least quarterly, and verified by the President or audit committee.
Invoices and statements are obtained before any disbursement is effected.
Reconcile the accounts each month
Conference funds never comingled with parish funds
Conference funds never comingled with members’ funds
All payments made by check.
All checks will have receipts or invoices to substantiate the payment
The credit of the Conference must at all times be safeguarded and, therefore, all just accounts should be paid as they become due.
A bank report and balance should be submitted, at least quarterly, and verified by the President or an audit committee of two members.
For auditing purposes, invoices and statements are obtained before any disbursement is effected.
Reconcile the Conference accounts each month when you receive the monthly statement.
Conference funds must never be comingled with parish funds in either the parish or Conference bank accounts
Conference funds must never be comingled with members’ funds
All payments should be made by check.
All checks should have appropriate receipts or invoices to substantiate the payment.
The credit of the Conference must at all times be safeguarded and, therefore, all just accounts should be paid as they become due.

7. Types of Conference Income
The principal forms of conference income and receipts are:
collections at meetings
other gifts, collections, contributions and offerings
grants received from the Councils/Conferences of the Society
legacies, subsidies
the product of all fundraisers taken by the members (e.g., Walk for the Poor)

8. Types of Conference Expenses
The principal expenses are:
cash or in kind to the persons or families served
assistance to SVdP works
twinning or other SVdP projects
Vincentian gatherings and meetings
entertainments and outings arranged by Conference for those in need
solidarity contributions
Normal operating expenses
The principal expenses are:
help In cash or in kind to the persons or families for whom the Conference has made itself responsible
assistance to works dependent upon or connected with the Conferences or Councils of the Society
expenses in connection with twinning or other SVdP projects
expenses for the organization of Vincentian gatherings and meetings;
and for entertainments and outings that are arranged by the Conference for those in need
a solidarity contribution to the local Council and to the National Council
Secretarial expenses and various other general expenses that should be kept as low as possible, the Conference being only the administrator of funds belonging to those in need

9. Standards for Accounting
Maintain records on all people assisted
Maintain receipt/expense ledgers and journals
Acknowledge to donors receipt of donations based on IRS regs
May not accept donations "earmarked" to aid a particular person. This is clearly against the law.
Deposit all funds into Conference account
All expenditures paid by check, with supporting documentation
The Clergy can not be listed on bank account and can not sign checks.
There should always be two to four signers on accounts authorized by the Conference – reflected in the minutes.
Conferences must maintain records on all the people that have been assisted.
Conferences must maintain receipt and expense ledgers and journals.
In accordance with IRS regulations, Conferences must acknowledge in writing each donation of $ or more, given at one time. $5,000 in donations given $200 at a time does NOT legally have to be acknowledged (but it's smart to!).
A Conference may not accept donations "earmarked" for a particular person. This would enable someone to give money, through the Society, to another person and take a tax deduction for their "donation." This is clearly against the law.
A Conference must deposit all funds into the Conference account.
All expenditures by the Conference should be paid by check, with proper supporting documentation.
The Clergy can not be listed on the Conference bank account and can not sign checks.
There should always be between two and four signers on the accounts as authorized by the Conference – this authorization must be reflected in the minutes.

10. Standards for Accounting (cont’d)
Conference assistance must not be self-serving
Confidentiality must be maintained
Records must be kept secure and confidential
Share summary of activities with contributors and parish community.
The Society has been successful for more than 184 years, in part because it has earned the respect of people throughout the world. Many benefactors support us because of our works.
Assistance from a Conference must not be self-serving. If a member of the Conference or a person related to a Conference member should request assistance, that person or relative of that person must not take part in the Conference decision concerning assistance. We also must not provide more assistance to that person than we would anyone else.
Client information shared with the Conference members must be kept in the strictest confidence.
Records of meetings, Conference actions, guest files, checkbooks and minutes must be kept in a secure location and their use be maintained in confidence.
While individual expenditures must remain confidential, Conferences should share summary information from the annual report of its activities with its contributors and the parish community.
The Society has been successful for more than 180 years, in part because it has earned the respect of people throughout the world. Many benefactors support us because of our works.

11. Standards for Accounting (cont’d)
Cannot give SVdP funds to other non-SVdP organizations
No funds to non-Vincentian causes or works, regardless of how worthy
Giving to other organizations violates intentions of donors and must be avoided
If donors wanted to fund other orgs, they would have done so
May we use SVDP funds to support other charitable groups? The answer is "NO." The Manual makes it clear that contributions received must be devoted exclusively to the charitable purposes and programs of the Society.
Officers and members are prohibited from applying Conference funds to non-Vincentian causes or works, regardless of how worthy these may be.
Giving money donated to a Conference to another organization not in the Vincentian family, however worthwhile, violates the intentions of the donor and must be avoided.
Maybe on the surface this may seem harsh, but if you think about it, you will find it rooted in good common sense. The Society membership uses the funds of its members and donors to further the work of the Society. If these contributions are funneled into the work of other organizations (however laudatory), then we become merely a conduit. And this makes the assumption that the donors would want to support that group. This is a decision we have no right to make.

12. Standards for Accounting (cont’d)
Surplus funds should be twinned
Hoarding prohibited
Expected to spend what we have on those in need
Conferences needing funds should notify District Council
Conferences with excess of funds should twin with other Conferences
Surplus funds should be twinned to other, poorer Conferences or forwarded to projects and programs of upper Councils.
Conferences should not hoard money, or
keep more on hand than they expect to use within the following two or three months.
Conversely, Conferences needing funds should not hesitate to contact their District Council.
Conferences who do have an excess of funds should consider twinning with one or more Conferences.

13. IRS and Other Tax Considerations
The regulations affect donors and the charities when a Threshold of $250 or More of Gifts are Made After 1993
For donations of $250 or More in one lump sum, Conference must provide a letter to the donor:
the amount of money given and/or a description of any non-cash contribution received.
whether the charity provided any goods or service for the contribution,
a description of the goods or services and their value furnished by the charity. For example when the Conference sends out a thank you note to a donor who gave a check for $250 and the donor received no goods or services in exchange for the donation; insert a message like the following two paragraphs: (next slide)
The regulations affect donors and the charities when a threshold of $250 or More of Gifts are Made After 1993
No longer will a canceled check serve as proof of a single donation made in the amount of $ of more. The Conference must provide the donor with a written receipt/letter before the donor files his or her income tax return or before the donor's income tax return is due, whichever is earlier. The receipt/letter must provide a written acknowledgement of the contribution that states:
the amount of money given and/or a description of any non-cash contribution received.
whether the charity provided any goods or service for the contribution,
a description of the goods or services and their value furnished by the charity. For example when the Conference sends out a thank you note to a donor who gave a check for $250 and the donor received no goods or services in exchange for the donation; insert a message like the following two paragraphs: (next slide)

14. IRS and Other Tax Considerations (Cont’d)
This letter serves along with your canceled check as proof to the IRS of your donation of (insert amount of donation). Also no goods or services were given to you for your donation. (If there were goods or services provided they must be stated)
Effective January 1, 1994, IRS regulations regarding charitable donations have changed. No longer will your canceled check be adequate proof of single donations of over $250. You will also have to have a letter of receipt from the charity you donated to. Therefore. you need to file this letter away with your tax receipts.
Note: It is recommended that the Conference keep on hand copies of the thank you letters/receipts given/sent to donors for 3 years
This letter serves along with your canceled check as proof to the IRS of your donation of (insert amount of donation). Also no goods or services were given to you for your donation. (If there were goods or services provided they must be stated)
Effective January 1, 1994, IRS regulations regarding charitable donations have changed. No longer will your canceled check be adequate proof of single donations of over $250. You will also have to have a letter of receipt from the charity you donated to. Therefore. you need to file this letter away with your tax receipts.
Note: It is recommended that the Conference keep on hand copies of the thank you letters/receipts given/sent to donors for 3 years

15. IRS and Other Tax Considerations (Cont’d)
Quid Pro Quo contributions for Gifts Made After 1993
The tickets and advertisements must state something to this effect:
Tickets: $100 per couple.
Value of meal per couple: $40.
Value of deductible donation: $60.
The value of volunteer services cannot be deducted by the volunteer.
Payments for raffle tickets and bingo cards are not deductible as charitable contributions.
Sales Tax-Exemption
Most States offer this
EIN of Council or Conference
EIN holder must apply to the State for this exemption
Copies of tax-exempt letter
Can save Conference a lot of money
Quid Pro Quo contributions for Gifts Made After 1993: Charities will have an express reporting obligation to provide written disclosure to donors of the value of goods or services the donor received in return for a donation of more than $75. Penalties may be imposed on charities for noncompliance with this new reporting requirement. (For example: your Conference has a dinner dance fundraiser, Tickets cost $100 per couple. It cost the Conference $40 dollars per couple for the meal. The band donates their services free to the Conference. The tickets and advertisements must state something to this effect:
Tickets: $100 per couple.
Value of meal per couple: $40.
Value of deductible donation: $60.
The value of volunteer services cannot be deducted by the volunteer.
Payments for raffle tickets and bingo cards are not deductible as charitable contributions.
Sales Tax-Exemption
Most States offer this
EIN of Council or Conference – EIN holder must apply to the State for this exemption
Copies of tax-exempt letter
Can save Conference a lot of money

16. Other Topics of Concern
Record Retention
On page 32 of the Manual, there is a chart identifying proper retention of all records including those of the Treasurer
At the appropriate time, records must be destroyed – not discarded
All records must be maintained in a secure location
Secret Collection
This is expected of all Conferences
Personal sacrifice – not dues
In past was used to fund Conference – now a sign of solidarity
Conference decides how funds to be used in accordance with the Rule
Included with normal Conference funds
Set aside for special purpose

17. Other Topics of Concern (cont’d)
Transition to newly appointed officers
All records passed on to new Treasurer
Help fill out final annual report
Train new Treasurer
Ensure new signatures on all accounts
Reporting to the Pastor/Parish
Financial information is part of the quarterly/annual report
Provide only summary information
Assurance that all is well
Answer any questions without violating confidentiality
Reporting to the Pastor/Parish
When discussing those we serve with the pastor, it is permissible to discuss matters which may be considered confidential.
For all others and for the parish in general, only summary information should be shared.

18. Audit – Financial Review
Conference Operational and Financial Audit
Yes or No
Reviewers are familiar with the Treasurers’ Handbook/ Appendix
The signers on the account have been verified with the bank
Funds are collected according to Income Procedures
Funds are disbursed according to written Conference Guidelines
Letters/ s sent to donors who contributed $250 or more at one time
The Conference has separate accounts under the control of the Conference
There is a manual on the National Website under Extension/Revitalization which describes the Conference Operational and Financial Audit.

19. Audit – Financial Review (cont’d)
Needed for the Financial Review
Sample from each quarter
Conference Financial Statement
Bank Statement
Reconciliation page
Count sheets and deposit slips for the month
Case worksheets for the month.

20. Audit – Financial Review (cont’d)
Looking For
Bank statement deposits match financial report
Reconciled balance matches financial report
Deposit slip, count and bank statement matches
Check amount on statement matches actual check
Expense category is correct
When did check clear the bank
Proper supporting documentation

21. Conference Annual Report (CAR)
Treasurer’s Report (includes Receipts and Expenses from Conference, Stores and Special Works)
Receipts (Please round all figures to the nearest dollar)
Last Year’s Ending Balance (Required) $
Adjustments to Last Year’s Ending Balance – attach an explanation
Beginning Balance (Required)
Donations from Members $
Church/Poor Box Collections
3A. Fund Raising - Special Works
3B. Fund Raising - Stores
3C. Fund Raising - Special Events/Other
Other SVdP Contributions
5A. Other – Qualified Government Grants Only
5B. Other - Disaster Funds
5C. Other - Capital Campaign Funds
5D. Other - Other Restricted Funds
5E. Other - Misc. Receipts
Total Receipts (1 thru 5E)
+ $

22. Expenses (Please round all figures to the nearest dollar)
CAR (cont’d)
 Expenses (Please round all figures to the nearest dollar)
Those We Serve $
Disaster Contributions
8A Domestic Twinning
8B International Twinning**
**Attach contact list for International Twinning Partners
Subtotal (A) (6 thru 8B)
Solidarity Contributions (Dues/Tithing)
Contributions to Upper Councils
11A. Operating Expense - Special Works
11B. Operating Expense - Stores
11C. Operating Expense - Special Events
11D. Operating Expense - Other
12. Other
Subtotal (B) (9 thru 12)
Total Expenses (Subtotal A + Subtotal B)
- $
Ending Balance: Beginning Balance + Total Receipts – Total Expenses = $

23. In-Kind (Please round all figures to the nearest dollar)
CAR (cont’d)
 In-Kind (Please round all figures to the nearest dollar)
“In Kind” Services
# of Times
“In Kind” Value
F. Legal
G. Medical
H. Dental
I. Other
Subtotal 1 (F thru I) $
“In Kind” Goods
J. Food
K. Furniture
L. Clothing
M. Other
Subtotal 2 (J thru M)
Total “In Kind” Services and Goods (F thru M) $

24. CAR (cont’d)
TREASURER’S REPORT: This reflects all activity in all accounts. Balance Forward – when entering Balance information, include the balances of ALL accounts owned by the Conference: checking, savings, CDs, investment accounts, reserve accounts, store accounts, special works accounts, etc. Last Year’s Ending Balance: This is the Ending Balance as it appeared on last year’s Annual Conference Report. Adjustments to Last Year’s Ending Balance: It sometimes happens that, after a report is submitted, an error shows up that needs to be corrected, affecting the ending balance. Enter any adjustments here that would correct last year’s ending balance. Please attach an explanation. Beginning Balance: Apply the adjustments to last year’s ending balance and show the true beginning balance for this year.

25. CAR (cont’d)
TREASURER’S REPORT: Receipts 1. Donations from Members: Financial contributions from Active, Associate and Contributing Vincentian Members, including the secret collection taken up at Conference Meetings. It is not necessary to try to isolate and count checks from Members that come through Church collections. 2. Church/Poor Box Collections: Includes financial support from Church collections, Poor Box Collections, alms from distribution of religious papers at the Church door, allocations from parish funds, and other Church-related offerings. 3A. Fund Raising - Special Works: Enter the total gross income from all Special Works operated by the Conference. 3B. Fund Raising - Stores: Enter the total gross income from all thrift stores operated by the Conference. On the Stores Report, this item is titled “Total Revenue.”

26. CAR (cont’d)
TREASURER’S REPORT: Receipts 3C. Fund Raising – Special Events/Other: This includes donations not made in Church and financial support from activities not directly or exclusively Church-centered, such as suppers, and memorial donations. Fund Raising activities generally include all activities in which financial support is actively solicited (this includes Friends of the Poor Walk donations). 4. Other SVdP Contributions: Includes financial support received by your Conference from any other Vincentian Councils, Conferences, and stores or special works not owned by your Conference. Friends of the Poor Grants are to be included here. Do not include funds that are transferred to the Conference from the stores and special works that the Conference owns and operates. 5A. Other – Qualified Government Grants Only: This includes ONLY grants received from federal, state, and local government agencies that individually exceed $50,000 with documentation that the grant provides an administrative allowance of ten percent or less. All other grants are to be included in 5D below (Other – Other Restricted Funds).

27. CAR (cont’d) TREASURER’S REPORT: Receipts
5B. Other – Disaster Funds: This includes all money received for local disasters for which a special non-operating fund has been established. For example, if your Conference area suffered from a tornado, hurricane or other disaster for which a special non-operating fund has been established, it can be included here.
5C. Other – Capital Campaign Funds: This includes all money received for a formally defined, non-operating capital campaign fund for your Conference. For example, if your Conference has established a capital campaign to raise funds to build a new pantry/office or make major renovations to an existing one, then the funds collected are restricted for that use and can be included here.
5D. Other – Other Restricted Funds: This includes all funds received for special projects for which a fundraising campaign was designated. For example, if your Conference has a special campaign to raise funds for a Back-To-School Program, then the funds collected are restricted for that use. This DOES NOT include “memo” designations on checks or special Conference-designated funds. For example, if someone writes “for food” on their check in the memo area, these would not be considered restricted funds. Also, Conference-designations such as part of a budget do not restrict funds. This category also includes all grants that are not qualified and included in 5A above.
5E. Other – Miscellaneous Receipts: All other sources of income (e.g., interest, bank adjustments, legacies, etc.).

28. CAR (cont’d)
TREASURER’S REPORT: Expenses 6. Those We Served: All funds expended for goods and services provided to those we served, including cash, checks, certificates, bus tickets, and gift cards. The principal method for payment of aid will be check, paid directly to the provider of those goods or services. This also includes the cost of food purchased to stock your food pantry. For those Conferences that operate stores and other Special Works, this includes dollars spent for direct aid to those in need. 7. Disaster Contributions: Include all monies expended for disaster relief locally, nationally, and internationally. 8A. Domestic Twinning: Funds sent to another domestic (within the United States) Conference or Council (over and above the solidarity contribution). 8B. International Twinning: Funds sent to a Conference or Council outside of the United States. These funds must be disbursed through the International Twinning Department at the National Office.

29. CAR (cont’d) TREASURER’S REPORT: Expenses
Solidarity Contribution: The Annual solidarity contribution to upper Councils.
Contributions to Upper Councils: Funds sent to an upper Council (over and above disaster, Twinning, and solidarity contributions).
11A. Operating Expense – Special Works: This includes all funds expended to operate Special Works. This DOES NOT include dollars spent as direct aid to those in need from those special works. Direct aid to those in need is not an operational expense.
11B. Operating Expense - Stores: This includes all funds expended to operate Stores. This DOES NOT include dollars spent as direct aid to those in need from those stores. Direct aid to those in need is not an operational expense. On the Stores Report, this item is titled “Total Expenses (Wages, Benefits, Operating).”
11C. Operating Expense – Special Events: This includes all funds expended for fund raising events such as dinners, Friends of the Poor Walk, memorial donations, etc.

30. CAR (cont’d) TREASURER’S REPORT: Expenses
11D. Operating Expense - Other: Include Conference operational expenses such as postage, stationery, printing, phone, travel, and similar expenses, as well as any rent or utilities paid by the Conference for use of facilities.
Other: All other expenditures not covered by another category. (Please attach an explanation.)
REMEMBER: Beginning Balance
+ Total Receipts
- Total Expenses
= Ending Balance

31. CAR (cont’d) Value of In-Kind Donations What is an In-Kind Donation?
What is an In-Kind Donation?
Donated material goods: Food, Furniture, Clothing, Other
Donated services: Legal, Medical, Dental, Other
If value of goods or service easily identified, use it.
If value of goods or service not easily identified, best guess will work.

32. Conclusion We have a two-fold obligation
Good Stewardship
Legal – non-profit status
Proper Record Keeping
Regular Reporting
Remember, as Treasurers of Conferences, you are expected to fulfill God’s Will in managing the funds of the Society.
QUESTIONS, ANYONE?
We have a two-fold obligation to be fully accountable in our ministry. The first is that we must be good stewards of the resources that we receive for this ministry. We need to account for, keep records of, the various resources we are given, whether the resource is money or food or clothing. We have this obligation to our donors. The second is a legal obligation. We are given non-profit status by the IRS which allows us to not pay taxes on the funds we receive. In most every state, we also receive an exemption from paying sales taxes. Our donors are allowed a tax-deduction for the resources they donate to us. In order to maintain that non-profit status, we must do proper record keeping and report to the IRS (and in some cases to the state) annually.
As Treasurers of Conferences, you are expected to fulfill God’s Will in managing the funds of the Society.