Cash Collection and Counting Guide

A step-by-step guide on the collection and counting procedure after your Sunday Service.

 

Collection

On a Monday morning, two people should be ready to collect the cash from the Sunday services at the church sites. Whenever cash is involved, it is important that there are always at least 2 people around from a control perspective.

If the church sites are far away from each other, it might be worth organising a van/car to help with the collections.

Before collection

  • Collect any keys you will need for the safes.

  • Take any bookshop float with you (where relevant).

  • 2 people will bring 2 suitcases (in which the envelopes/money will be transported between sites). You might only need one suitcase depending on how many sites you will be collecting from.

During the collection

  • Again, always make sure there are 2 people with the cash/collection.

  • When picking up the offering, make sure that there are no one else in the safe room. If there is anyone there, kindly ask them to leave the room just for the period when you are collecting the offering.

 

Count

Before the count

  • Ensure that you have a room booked for the count (don’t count out in the open).

  • Ensure that you have people booked to help with the count (depending on the size of the count but you should at least have 2).

  • Ensure you have the following stationery on hand for the count:

    1. Pens

    2. Coin bags (from the bank)

    3. Calculators

    4. Pre-printed count sheets (see example templates attached below).

    5. Different containers to split out the different notes, coins etc (we use tupperwares and have one for all £10 notes, £20 notes, £50 notes etc and for cheques and coins etc).

During the count

Ensure that you have people booked to help with the count (depending on the size of the count but you should at least have 2).

 

Income counting

  • If there is any income from Cafés/bookshops etc, this should be counted first.

  • Every bag should be sealed and labelled/marked on the outside with details of the shop, service etc. that the cash came from. This should match the details on the income form found inside the bag.

  • The cash in each bag will be counted and recorded on the form that came with it, with details of the value of each denomination of note and coin.

  • Cash columns should be totalled on the summary sheet by the first counter, who signs and dates the sheet.

  • A second counter then checks all monies recorded on the summary sheet, double-checks the totals and signs alongside the first counter’s signature.

  • Once checked, the sheets should be handed to the person doing the Full Count Summary sheet (see excel file attached further below). 

  • Sometimes Finance will require petty cash which may be taken out of the income. This must be recorded on an income sheet and sign and dated by two people. This will need to be inputted in the full summary sheet as well.

  • When all the other income bags or envelopes have been counted and recorded, a final count will be carried out to agree all the physical cash to the totals on the full summary sheet.

  • All summary sheets will be collected and filed in input order for ease of checking if required.

  • All monies will then be packed for banking or collection (if you have an agent collecting)

 

Donation counting

  • Donations should be labelled/marked on the outside with details of the church and service time that the collection came from. All the donations from all the services are counted together.

  • Every bag will be opened and the details checked on the Sunday Service sheet (which is included in the bag and contains details on the service and whether it is offering or income) to confirm that it is the same as the bag labelling.

  • All the donations from all the services are counted together. Loose (unidentified) donations and identified (donations in envelopes) are counted separately (see count sheets example templates below).

  • The loose notes, coins and monies in blank envelopes will be counted and recorded in the “Unidentified Cash count” sheet. Whilst the donations in envelopes with names will be recorded in the “Identified cash count” sheet. They should counted separately, so please make sure that they are not mixed up.

  • The envelopes with cash inside must be labelled as follows; CAS – dd/mm/yy – £(X).

  • Calculate the totals for each column and the first counter must sign and date the sheet.

  • A second counter then checks all monies recorded on the main Sunday Service sheet, double-checks the totals and signs alongside the first counter’s signature.

  • The Sunday Service sheet is then handed to the spreadsheet inputter for recording on the Full count Summary sheet (An example template is attached below).

  • Where there is more than one bag for a service, they should be counted all together and all the Sunday service sheets stapled together.

  • When both Loose and Identified donations have been counted and recorded, a physical count will be carried out to agree all the cash on the Full count summary sheet.

  • Afterwards, all monies will be packed for banking or collection.

 

Cash Count - Grand Total Identified and Unidentified Cash - Example Template

Cash Count - Identified Cash - Example Template

Cash Count - Unidentified - Example Template

Cash Count - Income Cash - Example Template

Full Count Summary - Example Template