TOPIC:  Online Task Assignments                                                                                        Established: August 2006                                                UPTD: November 29, 2014     
        

     OVERVIEW:  Below is a dialog between the Board Treasurer (see the Onliner below)  of a Small Christian Ministry and Jim (Bee) Bramer  (see Jim below)  on  the topic of just  how a  HOMER  (or Associate Pilot)  would assist a Ministry within the context of this  SPENDING CONTROLS   web site contents.  Let Jim know at  Jim@bcidot.org   if you have any  comments or questions.                                               


Onliner:

         We are one of the Small Christian Ministries that you mention when you  Click Here  and we might be interested in turning over as much of our Bookkeeping tasks as possible  to a remote  HOMER  like person that you mention.  Plus my wife and I might also be interested in pursuing this for our personal finances  per what you share when I  Click Here.

         First,  Just how does this work, Jim, or what do we need to do to get set up ?     

Jim:  ( Jim@bcidot.org   )

   OK - the needed initial steps include at least the following:

       01 -  You establish a Bank Account who provides Online services.  It does not have to be a local Bank - ask us about Evangelical Christian Credit Union - ECCUwho service members throughout the land.

       02 - You obtain a supply of checks ... since there will be so few, you can write them manually.  The preference is to have a duplicate that will be attached to the appropriately filed payment document.

       03 - Arrange for paying as many as possible of your repetitive payments (Check equivalent, etc) via the Bank's Online Payment. Some are via your action, but some can be processed automatically.

       04 - Arrange for authorized people to have access 24/7 to your Online Bank Statement

       05 - Set up a single Plastic account (this usually allows for the preferred Debit Card usage, but your only Vendor option might be Credit Card usage) and obtain Plastic for applicable buyers.

       06 - Arrange for paying as many of your repetitive payments as charges to the Credit Card statement as possible.  Like the Bank's Online Payment system, some are via your action, but some can be processed automatically.

       07 - Arrange for authorized people to have access 24/7 to your Online Credit Card Statement

       08 - Go to www.eBay.com  and obtain a non-current version of QuickBooks Pro (QBs), etc.

       09 - You set up your BuxBox system with some three or four Spending Area Boxes as set forth when you Click Here.  You, of course, will add more Spending Area Boxes when you and your Associate Pilot  see the need.  

       10 - Set up and regularly update a Vendors list (often via an exchangeable Excel doc) which indicates which Spending Area Boxes  to usually charge when purchased, etc.  This helps all parties involved in the Box assignment process.

       11 - For the applicable  Small Christian Ministries , you need to determine General Fund Spending Area Boxes and their priority order as discussed when you Click Here.

       12 - A Small Christian Ministries  probably will need to set up calendar year clergy and regular employee payroll records.  Work with your Associate Pilot  on this as you ultimately want to outsource such an payroll effort

       13 - Click Here for DONAMAIL information.  Such a donation processing system would be in place so it can provide needed deposit information.

Onliner:

    Jim, from your perspective, what are the usual Bookkeeping tasks ....  then who would be responsible for what, etc.?

Jim:

     OK -- let me first show you the grid content below which pertains to Revenue (Receipts) of both Small Ministries and the Christian Family.  You will note that it is more complex since each entity has slightly different types of Revenue (Receipts) etc.  Note especially the aspects of DONAMAIL when you  Click Here  plus SCHAR (School Acct Rec) when you  Click Here  and go to this web folder contents.

 

"Local" below can be a paid combo Secretary-Clerk -   or the Treasurer alone.

 

 

 

 

"Box" = via this Spending Control BuxBox System

 

 

 

 

 

                            

 

           

Christian

Assigned to:

ALL

CHURCH

  M-ORG

CAMP

SCHOOL

Family

HOMER

Local

  Description or Details 

 

 

-

 

 

 

 

 

 

 

 

 

 

 

 

* * * REVENUE

 

 

 

 

 

 

 

  - - - - - - -  Daily, etc. - -

 

 

 

 

 

 

xx

Do DonaMail System processing

xx

 

 

 

 

 

xx

Post DonaMail info to Box system wkly

 

    xx

 

 

 

 

 

  - - - - - - - Periodically -

 

 

 

 

 

 

xx

Post DonaMail info into Box system

 

 

    xx

   xx

   xx

 

xx

Post Camp All Receipts into Box System

 

 

 

   xx

 

 

xx

Post School SCHAR Rec to Box system

 

 

 

 

   xx

 

  xx

 

Net Pay - perhaps a memorized entry

 

 

 

 

 

   xx

xx

AllElse  Receipts to Box system

xx

 

 

 

 

 

  xx

 

Verify posted deposit to Bank Stmt

xx

 

 

 

 

 

xx

Manage applicable Acct Rec effort

 

 

 

   xx

   xx

 

  xx

xx

Get Memo Acct Rec Info into System

 

 

 

   xx

   xx

 

  xx

xx

Get AllElse Memo info into System

xx

 

 

 

 

 

       
        Then you will notice in the grid below that the task assignments for payments (via Disbursements, Credit cards and Payroll) are quite straight forward and are readily

 identified and assigned to either the HOMER or the Local person.   Please contact me, if you are a Christian Family Unit and you want to assign as tasks the various Loan

 and other financial status report information into your Charts, etc.

 

 

 

 

 

 

 

 

Homer

Local


 

 

 

* * * DISBURSEMENTS

 

 

xx

Authorize Checks & Debit Cards

 

 

xx

Manually write Checks-attach Docs & File

 

xx

xx

Process Online Payments - Debit Cards

 

xx

xx

Access Online Bank Stmt

 

xx

xx

Make Hard copy for reference

 

 

xx

Keep Vendor Box List curr & to HOMER

 

xx

 

Use Vendor list for posting to Box System

 

xx

 

Option -- Pay CrCard Weekly - see below 

 

xx

 

Uncertain tranx to Suspense Box

 

xx

xx

Clean up Suspense Box

 

 

 

 

 

 

 

* * * CREDIT CARD 

 

 

xx

Keep Vendor List current & to HOMER

 

 

xx

Verifies content of Credit Card stmt

 

xx

xx

Access Online Credit Card Stmt

 

xx

xx

Make Hard copy for reference

 

xx

 

Use Vendor list for posting to Box System

 

xx

 

Option -- Pay CrCard Weekly 

 

xx

 

Uncertain tranx to Suspense Box

 

xx

xx

Clean up Suspense Box

 

 

 

 

 

 

 

* * * PAYROLL

 

 

xx

Outsource as soon as possible

 

xx

xx

  Before do all manually

 

 

xx

Provide payroll info to Outsource

 

 

xx

Above includes Direct Deposit for all

 

xx

 

Process payroll results in Box system

 

 

 

 

 

Onliner:

    The above information is very helpful, Jim, but I still have some questions that are unique to our situation.  What is the best way to discuss them with you and/or the HOMER   that you recommend?

Jim:(  Jim@bcidot.org )

    I suggest that you and I connect up at an agreed time via the  GoToMyPC   that I mention when you Click Here.  Then we can go step by step through the above grid

 content with your situation in mind..  We  then can leave  'tracks'  so you can appropriately take it up with the  HOMER  that you work with, etc.

Onliner:

    Good idea ---- I will be in touch as to a suggested time for you to invite me to your desktop, etc.