The Ministry of Managing Money - PowerPoint Presentation

1. The Ministry of Managing MoneySession 3: Sharing God’s Gifts: Examining ExpendituresCongregational Finances & Stewardship

2. Protocol Stay muted and use chat to ask anythingChat will be monitored and questions asked as we go along or at the endThere may be an opportunity to unmute at the endPCMobileJM

3. Webinar SeriesToday Sharing God’s Gifts Examining Congregational ExpendituresThurs., Jan. 13 Telling the Story Reporting & Communicating FinancesJM

4. Spread the wordRecording & Slides & Notes will be available atpresbyterian.ca/leadership-webinarsShare it around!JM

5. Sharing God’s Gifts: Examining Congregational ExpendituresDecember 9, 2021JM

6. PresentersKaren Plater, Associate Secretary, Stewardship & Planned GivingMaurice Mawhinney, Presbytery of West Toronto & PCC Finance CommitteeJim MacDonald, Development Manager, Stewardship & Planned GivingNicole Jeffrey, Director, Pension & BenefitsLiane Maki, Pension & Benefits Clerk & Health & Dental SpecialistCarol Nugent, Payroll Administrator, PCC FinancesOliver Ng, CFO, PCCRebecca Weber, Accounts Receivable Clerk, PCC FinancesJM

7. Download presbyterian.ca/resources/finance/Treasurer’s HandbookJM

8. “Budget building and management work is sacred and will directly impact the morale and confidence of the whole community.”– Bonnie Ives MardenAvailable on Amazon.ca Best PracticesJM

9. Operating BudgetPayrollUtilitiesWorship MaintenanceProgramsMission & OutreachSpecial FundsCapitalMission & DesignatedBenevolenceEndowment/LegacyTreasurer Role: Disburse MoneyKP

10. Treasurer Role ExpendituresThe Session is entrusted with responsibility to manage the affairs of the church, including the financial resources (money), so the treasurer does not control expendituresTreasurer ensures:budget is createdtracking funds and maintaining records/bookschurch decisions carried out by volunteers/staff/outside helpbank reconciliation completed monthlyKP

11. Calculating your congregation’s dollar basepresbyterian.ca/sharing/presbyterians-sharing-suggested-allocation-calculator/Your congregation’s dollar base is calculated from your stat report as follows.Total money received by congregation from all sources for use in a given year: $__________ (Line 14)subtractGifts for Presbyterians Sharing, PWS&D, other PCC mission; Refugee sponsorship, contributions to other Qualified Donee mission organizations : $__________ (Line 26)subtractDebt repayment (principal + interest): – $__________ (Line 24)= $__________ Dollar Base (Line 31)* Not included is revenue raised for i) net sale of property (Line 15) ii) endowments, bequests/legacies, special funds (Line 16) iii) Canadian Ministries grants (Line 17) iv) funds raised for major repairs, renovations or new construction (Line 18).KP

12. Cash FlowGoal is that expenses do not exceed incoming finances (and reserves) so that ministry can thriveWhat to do if you run into problemsOverdraft, borrow from restricted funds, emergency loans from PCCMM

13. Cash vs. Accrual Basis and Generally Accepted Accounting Principles (GAAP)CashRevenues are recorded when they are received, which may be before or after they are earnedExpenses are recorded when they are paid, which may be before or after they are incurredFinancial statements reflect revenues and expenses based on when transactions were entered rather than when revenues were earned or expenses incurred.No receivables are recordedNo payables are recorded.No method of tracking partial payments is available.AccrualRevenues are recorded when they are earned, which may be before or after they are received.Expenses are recorded when they are incurred, which may be before or after they are paid.Financial statements match revenues to the expenses incurred in earning them, and more accurately reflect the results of operations.Payables are recorded when payment is not made at the time of purchase.Revenues and expenses are recorded in full, even though partial payments may be made over extended time periods.MM

14. AccountsAccounts comprise: Assets and Liabilities – Balance sheetIncome and Expenses – Statement of Operations MM

15. Account Categories ExpendituresEach major item has a separate GL accountGoal is to have enough categories to properly allocate items, easily generate reports, and make comparisons, but not in so many as to be onerous. MM

16. Categories of Expenses ExamplesChart of Accounts Stipend – Minister’s salary.Salaries – Organist, church administrator Pulpit Supply Manse ExpensesWorship ExpensePrinting, Postage – Printing, stationery, postage and supplies.Christian Education – Lesson materials and teaching aids, Vacation Bible School expenses, fellowship expenses, fees for educational expenses.Maintenance Expense – Repairs to buildings and equipment, service, contracts, snow removal, gardening, etc.Taxes – local improvement taxesChildren & Youth MinistryPension Fund – Contribution to the Pension Fund (Congregational Assessment)Mission and Outreach – Contributions to Presbyterians Sharing, PWS&D and other mission work.Benevolence FundPresbytery Assessment.Utilities (Gas or Oil, Electricity, Water)Insurance Small Office Equipment Purchase (non capital) Capital Depreciation Expense (Accrual)MM

17. Internal ControlInternal control requires having checks and balances to ensure that monies, property and other assets belonging to the congregation are properly received, adequately protected, accurately recorded, and effectively used.The basic rule is that no one person should be in complete control of any one accounting transaction.MM

18. Internal Control Best Practices related to expensesCheques signed by two signing officers who are at arm’s length. Signing a cheque payable to oneself, as payee, is not the best of internal controls.Expenses compared to budget and paid on presentation of an invoice or voucher approved by stakeholder (committee chair, for example)No additional authorization required if within budget; authorization for expenses over budget needs to be approved by someone, probably sessionAll church financial activity, including that of the Women’s Missionary Society (WMS) or the Atlantic Mission Society (AMS), youth, Sunday school, church camp, food bank, benevolence fund etc., must be included in all records and reports, including the Annual Report and the annual Registered Charity Information Return, unless the group has its own registered charity numberMM

19. Payroll Issues

20. Church EmployeesThere are two kinds of church employees: minister and non-minister. Each category may include staff who are employed on a full-time, part-time, casual, or contract basis.Minister employees include ordained ministers and diaconal ministersNon-minister employees include caretakers, secretarial/administrative staff, bookkeepers, musicians, ministers-in-training, lay missionaries and others in positions that do not fall into the minister category.KP

21. Minister Staffpresbyterian.ca/wp-content/uploads/2021-Minimum-Stipend-and-Allowance-Schedule.pdf General Assembly sets/definesMinimum Stipend & Maximum Qualifying IncomeCost of Living Adjustment (COLA)Pulpit/Sunday SupplyHealth & Dental BenefitsDefines Appropriate AccommodationBasic Travel & Multiple Point Charge Travel AmountsYears of Service IncrementsStudents on Annual AppointmentsKP

22. MinimumStipendKP

23. Non-ministerial staffEmployees vs. ContractorsIt’s important to determine whether a worker is an employee or a self-employed.If the worker is an employee:employer is responsible for making statutory deductions (CPP, EI, income taxes) and for remitting them and the employer’s share to CRA If worker is self-employed:they are considered to be operating a business, and statutory deductions are not required. They must show proof of HST/GST registration. KP

24. The CRA asks the worker and the payer questions to understand the working relationship and allow us to verify whether the intent of the parties is reflected in the facts. They look at the answers separately for each element and then together.The questions relate to the following elements:the level of control the payer has over the worker's activitieswhether the worker or payer provides the tools and equipmentwhether the worker can subcontract the work or hire assistantsthe degree of financial risk the worker takesthe degree of responsibility for investment and management the worker holdsthe worker's opportunity for profitany other relevant factors, such as written contractsKPNon-ministerial staffEmployees vs. Contractors

25. Control Indicators: Employeecanada.ca/en/revenue-agency/services/forms-publications/publications/rc4110/employee-self-employed.html#mpl_slf_mpld_wrkrThe relationship is one of subordination. The payer will often direct, scrutinize, and effectively control many elements of how and when the work is carried out.The payer controls the worker with respect to both the results of the work and the method used to do the work.The payer chooses and controls the method and amount of pay. Salary negotiations may still take place in an employer-employee relationship.The payer decides what jobs the worker will do.The payer chooses to listen to the worker's suggestions but has the final word.The worker requires permission to work for other payers while working for this payer.Where the schedule is irregular, priority on the worker's time is an indication of control over the worker.The worker receives training or direction from the payer on how to do the work. The overall work environment between the worker and the payer is one of subordination.KP

26. Control Indicators: Employeecanada.ca/en/revenue-agency/services/forms-publications/publications/rc4110/employee-self-employed.html#mpl_slf_mpld_wrkrA self-employed individual usually works independently.The worker does not have anyone overseeing their activities.The worker is usually free to work when and for whom they choose and may provide their services to different payers at the same time.The worker can accept or refuse work from the payer.The working relationship between the payer and the worker does not present a degree of continuity, loyalty, security, subordination, or integration, all of which are generally associated with an employer-employee relationship.KP

27. Tools & Equipment Indicatorscanada.ca/en/revenue-agency/services/forms-publications/publications/rc4110/employee-self-employed.html#mpl_slf_mpld_wrkrEmployeeThe payer supplies most of the tools and equipment the worker needs. In addition, the payer is responsible for repair, maintenance, and insurance costs.The payer retains the right of use over the tools and equipment provided to the worker.The worker supplies the tools and equipment and the payer reimburses the worker for their use.Self-employedThe worker provides the tools and equipment needed for the work. In addition, the worker is responsible for the costs of repairs, insurance, and maintenance to the tools and equipment.The worker has made a significant investment in the tools and equipment and the worker retains the right over the use of these assets.The worker supplies their own workspace, is responsible for the costs to maintain it, and does substantial work from that site.KP

28. Employees(full-time, part-time, casual, or contract basis)The congregation mustWithhold and remit tax and other premiums (required for permanent, optional for casual or contract)Keep records and file tax forms Produce a T4 for each employee on or before Feb 28 (electronic or paper) employee gets two copiesone copy is sent to CRA with summaryone copy is kept in the office with copy of summaryProduce T4A for casual, contract, honorariums (electronic or paper) Send summary of T4/T4A to CRA on or before Feb 28 (electronic or paper) CN

29. T4AProduced for contract (anyone without a GST/HST#), , casual employment and honorariums for aggregate amounts over $500 or if taxes were withheld and remittedChurch must obtain name, address, and social insurance # (SIN) of the recipientCN

30. TD-1 forms should be completed at the start of employment and if there are any changes in status (personal circumstances)Required government payroll deductions for all employeesOnline calculator can be found at www.cra-arc.gc.ca/Income TaxEmployment Insurance (EI)Canada Pension Plan (CPP)PayrollGovernment DeductionsCN

31. PCC Pension and BenefitsPension plan provides pension income for retired clergy & professional church workersHealth & Dental Benefits provides assistance for employee & family medical and dental expensesGroup life and long-term disability plan provides income protection for member and/or dependents/beneficiariesMaternity/Parental Leave provides top-up of salary/stipend to members of the health and dental plan (95% of salary for standard leave; adjusted if extended leave)Pulpit Supply provides top-up to congregations for Sunday supply in the event of illness or injury of your minister (maximum 17 weeks)NJpresbyterian.ca/pensionandbenefits/employers

32. PCC Pension and Benefits Pension plana defined benefit it’s contributory: both member and congregational (employer) contributions are requiredpension adjustment calculated and reported on T4 (box 52)Registered Pension Plan (RPP) contributions reported on T4 (box 20)Presbytery Clerk, sessions and congregations keep the Pension & Benefits office notified of:ordinations; transfers; retirements; terminations; transitional allowances/severances; deathsNJ

33. PCC Pension and Benefits EnrollmentMinisters (compulsory)Pension plan minimum eligibility requirement is 8 hours per weekBenefits minimum eligibility requirement is 20 hours per weekCongregational Assessment is the employer’s contribution to the pension plan. Health & Dental (H&D) premiums and Group Life insurance premiums are paid separatelyNon-ministerial (optional)Congregations may offer pension and benefits to eligible non-ministerial employees:Pension contributions are required from both employee and employerEmployer contributions are in addition to the pension plan congregational assessment All eligible employees must be offered the same benefits LM

34. The following must be deducted from the member’s payroll for all members enrolled in the plans:Pension Plan Employee contributionGroup Life Insurance PremiumContributions must be remitted monthly to the pension and benefits office.Payroll Deductions for PCC Pension and Benefits LM

35. Pension Plan Employee Contributionpresbyterian.ca/pensionandbenefits/Contributions calculated at 8% of Qualifying Income (QI) for 2022, capped at the annual Maximum Qualifying Income (MQI)Qualifying Income (QI):QI for ministers = basic stipend + 60% in lieu of housing and all allowancesQI for non-ministerial staff = salary + health and dental premium (if applicable)Maximum Qualifying Income (MQI):MQI for 2022 = $75,840Maximum Contributions for 2022: $75,840 x .08 = $6,067.20 per year, $505.60 per monthMQI is prorated for part-time service or less than full-time serviceNJ

36. It’s the employer’s portion to the pension fund for all PCC ordained and diaconal ministers. The Pension Plan Congregational Assessment notice is prepared and distributed each November. Congregations assessed on dollar base from Annual Statistical Report. A congregation’s dollar base can be found in the Acts & Proceedings of the previous year. The dollar base used in 2022 allocations and assessments is calculated from the 2020 statistics and found in the 2021 A&P.2019 dollar base x 5% = 2021 assessment 2020 dollar base x 4.5% = 2022 assessment NJPension Plan Congregational Assessmentpresbyterian.ca/pensionandbenefits/

37. Pension Adjustment (PA)A PA is an individual’s total pension credits for the year with a specific employer. A PA reflects the accumulation of benefits or level of savings in a year by, or for, a member because of their participation in one or more registered pension plans (RPP’s)In a Defined Benefit pension plan, PA is calculated by a formula (example):9 * (qualifying income) * .015 less $6009 * (74,880 * .015) - $600PA = $9,509PA reported on T4 (box 52)Registered Pension Plan contributions (box 20)Pension AdjustmentNJ

38. Health & Dental BenefitsThe PCC Health and Dental plan for active employees provides coverage for:Prescription drugsParamedical servicesMedical services and equipmentDental benefitsOut of country emergency medical LM

39. Health & Dental PremiumsPremiums:Employer paid benefit 2022 premium is $4,684 per position, per annum plus tax if applicable (8%ON, 9%QC)Invoiced by the finance department quarterlyEmployer is required to pay the health and dental premium for 6 months after the pulpit or position becomes vacant and the employer is no longer paying stipend/salary and benefits. This helps provide funding for other benefits paid through the health and dental fund i.e. maternity/parental leave and pulpit supply top-ups NOTE: In Quebec only, health and dental premium is a taxable benefit which goes on the T4LM

40. Group Insurance Benefits, Eligibility & PremiumsBenefits: Provides member life insurance, dependent life insurance, accidental death and dismemberment (AD&D) & long-term disability (LTD) coverageEligibility: All ministers working a minimum of 20 hours per week or more must be enrolled Other employees working 20 hours a week or more may be offered enrollment (all employees who meet the eligibility criteria must be offered the same benefits)PremiumsEmployee paid benefit – to be deducted from member payroll2022 rate is 2.2% of qualifying income capped at $1,668.48 per annum/$139.04 per month plus tax if applicable (8% ON, 9% QC, 7% MB)Premium must be paid for by the employee in order for the benefit to remain non-taxable LM

41. Long-term Disability (LTD)Upon approval by the insurance provider, LTD provides 60% of pre-disability earnings for members who are unable to perform the essential duties of their job due to illness. Premiums are part of the group insurance deduction paid for by the member through payroll deductionElimination period varies between classifications (210 days for ministers and 119 days for employees/non-ministerial)PCC sick leave policy for ministers and/or congregation’s own sick leave policy for non-ministerial staff to be used during the elimination periodNJ

42. Workplace Safety & Insurance Board (WSIB) (Ontario only)provides wage-loss benefits, medical coverage and support to help people get back to work after a work-related injury or illness. provides no-fault collective liability insurance and access to industry-specific health and safety information.it’s in Ontario and funded by premiums paid by Ontario businesses. is optional, so many congregations don’t have itit covers only workplace injuriesis an added benefit for ministers and employees but helpful as it covers from the day the person is injured if injury occurs at the workplace whereas our LTD has a waiting period NJ

43. Vacancy PeriodsCongregations considered vacant following completion of a transitional allowance paid to a minister (when stipend/earnings and benefits for minster end)Health & Dental premiums paid for an additional 6 months Congregational assessment paid whether vacant or not. (A&P 2014, p.23,24) NJ

44. 2021/2022Canada Pension Plan (CPP)20212022max $3,166.45 Employee & Employermax $3,499.80 Employee & EmployerEmployment Insurance (EI)20212022max $889.54 Employeemax $1,254.36 Employermax $952.74 EmployeeMax 1,333.84 EmployerPresbyterian Church Pension Plan20212022Congregation - 5% of 2019 Dollar BaseCongregation – 4.5% of 2020 Dollar BaseMinister's Contribution – max $6,739.20 or 9% MQIMinister's Contribution – max $6,067.20 or 8% MQIPresbyterian Church Group Life Insurance Premiums20212022max $1,272.96 (plus 8% tax in ON, 7% tax in MB or 9% tax in QC)max $1,668.48 (plus 8% tax in ON & 7% in MB or 9% tax in QC)Health & Dental Premium20212022$4,592 per position (plus 8% tax in ONor 9% tax in QC)$4,684 per position plus 8% tax in ONor 9% tax in QC)Deductions: Income taxes –Federal & ProvincialNJ

45. Clergy Housing Deductionsboth sent to CRA in Nov for next year deduction to reduce taxes at source Treasurer completes T1223 Part B Section 3 describes employee's function. Must match employee's job description. Employee described as:being in charge of a diocese, parish, or congregation; ministering to a diocese, parish, or congregation; or engaged exclusively in FT administrative service by appointment of denomination.Clergy person completes T1213 formhas it signed by an authorized person. In section “Request to reduce tax on...” the box for salary should be markedIncl. all $ paid to clergyperson, e.g.: Stipendhousing allowance and utilities. In Section “Deductions from income and non-refundable tax credits” / sub-section “other”:Reason =“Clergy Residence Deduction”CN

46. Letter of employment, individual is employed by the congregationThe following is an example of what might be acceptable:  “This letter is to confirm that the Rev. Stephen Smith of 143 Summer Dr, Toronto, ON M5G 1D3, is a clergy person in full time employment with St. Andrew’s Presbyterian Church. His annual salary for 2022 will be $_______ (Box 14 of T4).”Clergyperson mails all of items to local CRA office. If filed electronically clergyperson does not send supporting documents Clergyperson files away copy(s) with completed T1223 and job descriptionKept with documentary evidence of formal act of recognition to clergy statusReady should CRA ask to see in a reviewCRA reply (4 – 6 weeks later) confirms request to reduce tax deductionsClergy Housing DeductionsCN

47. Canada Revenue Remittances & Refunds

48. Canada Revenue Agency (CRA)Monthly / quarterly payroll deductions and reporting of any scholarships paidRegistered Charities Information Return (T3010) will be covered in detail in the January 13 webinarMM

49. Harmonized Sales Tax / Goods and Services Tax (HST/GST) refundsEnsure that the GST / HST rebate is claimed, at least once, and possibly, twice per year.Several approaches to recording the HST/GST in the accounts.MM

50. Housing Loans to MinistersPresbytery approvesSale of manse and/or change to housing allowance Fair rental value for appropriate accommodationTerms and Conditions of loan to minister to assist in purchase of housing, incl. amount, interest rate, payment terms, security, etc.Eligibility for Housing loansLimited strictly to long-term ministers (and inducted professional church workers)MM

51. Presbyterians Sharing & Other Mission

52. Presbyterians SharingSupports the overall mission and ministry of the PCCHelp start new congregations, renew others,Resource regions for educational opportunitiesCollaborate with mission partners around the worldLearn together, share experiences and establish healthy ways of working togetherWalk with theological studentsSupport Indigenous ministries & other specialized ministriesSpeak out on matters of justiceSupport the work of the General Assembly Support theological collegesKP

53. Presbyterians Sharing AllocationsRecommended Allocation = 10% of a congregation’s dollar baseAccepted Allocation = what the congregation realistically thinks it can giveThe dollar base can be found in the Acts & Proceedings of the previous year. The dollar base used in 2022 allocations and assessments is calculated from the 2020 statistics and found in the 2021 A&P.KP

54. Other PCC Mission Presbyterian World Service & DevelopmentGifts of Change & The Giving TreeInternational Ministries special projectsCanadian Ministries special projectsOther funds of the churchAtlantic Mission Society (AMS)Women’s Missionary Society (WMS)KP

55. Mission & MinistryStaff & Volunteers detailed expenditures in your budgetQualified Donees transferred to other charities with CRA numbersMinistry & Programs with Direction and Control through an intermediary – included on your congregation’s reports KP

56. Carrying out your own charitable activities Using an intermediaryYou might:Hire a company or private contractorEnter into an agreement with a non-profit organizationPool resources with another organization to complete a projectKP

57. Maintaining Direction & Control using an intermediaryThe church makes decisions and sets parameters onthe overall goals how it will be carried outwhere the activity will happenwho will benefit when it will begin and endKP

58. Maintaining Direction & Control using an intermediaryWritten agreementsOngoing communication & directionExcellent record keeping with separate books Make periodic transfers of resources, based on demonstrated performance.KP

59. Maintaining Direction & Control using an intermediaryWritten agreementsOngoing communication & directionExcellent record keeping with separate books Make periodic transfers of resources, based on demonstrated performance.KP

60. Presbytery & Synod AssessmentsPresbytery & Synod Assessment A congregation’s portion of Presbytery and Synod expenses. Contributes to regional or presbytery staff, camps, meetings, Presbytery programsDetermined differently in different regions – some on dollar base, some on membership Must be paid quarterly or monthly, depending on Presbytery or Synod.Send payment to your Presbytery or SynodKP

61. Remittances to PCC

62. RemittancesMinister’s Health & Dental Invoice (quarterly)Pension & Insurance contributions (monthly)Presbyterians Sharing (monthly or quarterly)PWS&D and other mission (as needed)Lending Fund (monthly)RW

63. How to remit to PCCPayments presbyterian.ca/resources/financePCC AccountMission: Presbyterians Sharing, PWS&D, Gifts of Change, International & Canadian ministries, Indigenous ministries & PCC lending fund – with remittance formHealth & Benefit payments separate cheque with invoiceOther invoices – separate cheque with invoicePension Bank AccountCongregational Assessment, Member contributions, Employer Contributions, Life Insurance – one cheque & remittance formRW

64. How to remit chequespresbyterian.ca/resources/financeRW

65. PCCremittancescheques RW

66. Pension remittancescheques NOTE: PCC and Pension cheques can be sent in the same envelope! Be sure to include the appropriate remittance forms and/or invoice.LM

67. EFT Sample

68. Bill Payment Sample

69. EFT/Bill Payments Remittance formpresbyterian.ca/resources/finance RW

70. EFT/Bill Payments Remittance form RW

71. EFT/Bill Payments Remittance form RW

72. EFT/Bill Payments Remittance form RW

73. EFT/Bill Payments Remittance form RW

74. EFT/Bill Payments Remittance Health & Dental RW

75. EFT/Bill Payments Remittance Mission & Lending Fund RW

76. Automatic Withdrawalspresbyterian.ca/resources/financeRW

77. Automatic withdrawalformRW

78. Reading your Congregation’s RemittanceKP

79. Reading your Congregation’s Remittance Report(Sharing, PWS&D & Other mission gifts)KP

80. Reading your Congregation’s Remittance Report(2020 Presbyterians Sharing received in 2021)KP

81. Property Management

82. Building InsuranceMarsh has a special program for PCC congregationsCoverage:D&Oboiler plant & equipmentwrongful dismissalgeneral and sexual abuseOver 390 congregations on programContact infoON

83. Financial Resources Available through the PCCThere are financial resources available for:major capital expenditurese.g. repairs to your buildingstarting new ministries within your churchVisit www.presbyterian.ca/Canadian-ministries/fundsON

84. ManseAnnual inspections of Manse property Plan renovationsCould update 1 room per year vs. leave until property is vacant; or a bit of both (major expenditures)MM

85. Coming Webinar Thurs., Jan. 132 – 3:15 pm Telling the Story Reporting & Communicating FinancesKP

86. Q & AWhat more do you want to know?Use the chatKP

87. Thank Youpresbyterian.ca/leadership-webinarsShare it around!KP