Mission San Luis Rey Parish
A Community of Catholic Stewards

Money Handling Guidelines

1. Advances

If funds are needed in advance, you may request a check from the parish bookkeeper or use personal funds followed by a request for reimbursement. Receipts for purchased goods must be reconciled with any check request or return of unused funds.

2. Cash Box

Cash boxes are available to all Food Sale groups. Cash boxes are the best way to manage funds at a foodsale, concert, performance or conference registration desk.

A cash box contains $100 in small bills and can be an important way to ensure a smooth start to your event. The cash box is also a more secure way to handle cash your group has received during an event. We provide this on a first-come, first serve-basis and urge groups to plan ahead and reserve a box in advance, especially during peak times during the year.

Please do not comingle (add in) any personal or other funds to the box. Cash may not be used for reimbursements or payments. These must be done by Parish check. Use of cash from sales for reimbursement is against the Diocese of San Diego's financial policies.

All money collected from sales MUST be deposited into your parish group account.

3. To Reserve a Cashbox

Call or email our bookkeeper, Martha Sandling at (760) 757-3250 Ext. 311 one week before your event.

4. Procedures for Using Cash Boxes

• On the day of your event, stop by the office and pick up the cash box (or the Thursday before if your event is on a weekend). Whoever picks up the box is responsible for that cash box and the contents, and will be asked to sign a voucher for the money when the box is picked up. Please plan to pick up your cash box on Thursday before 4pm. There will be a sealable plastic bag with
your cash box.

• If your event ends during business hours, bring the cash box back to the Parish office with your cash in the sealable plastic bag. The bookkeeper will deposit all revenue collected on your behalf and give you a receipt.

• If your event ends during the evening or on the weekend, you will be required to place your funds in the Serra Center safe. If there is an usher present, ask them to open the Serra Center sacristy door. Please place your cash inside the sealable plastic bag. Use a pen to mark the name of your group on the bag and on a piece of paper inside the bag. Give your cash box (minus cash) to the usher to be placed on the floor of the closet.

5. Expenses

Please keep the receipts of anything purchased for your food sale and turn these in with a check request form. Please do not "pay yourself" out of the receipts for the day. Please put your first and last name on each receipt and use one of the check request forms available online or from the parish office. Turn this form in to Martha at the Parish Office. Martha will write you a check that you can pickup from the parish office the Thursday after your event.

6. Good Stewardship

Since we preach Stewardship as a way of life, since July 1, 2003, all parish groups have been asked to give 10% of their profits directly back to the parish. This helps us cover expenses such as electricity and renew resources used by everyone -- buildings, chairs, tables.

Get Involved

Please call Karen Willson if you would like information about serving your parish in this important way. 760-525-0837 Click here to email.

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