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Internal Controls

1. Purpose
This guidance clarifiesoutlines Foothills’Foothills approachUnitarian’s internal control framework to receivingsafeguard non-monetaryfinancial contributions,assets, ensuringensure thatthe in-kindintegrity donationsof alignfinancial with our missioninformation, and operationaluphold needs.trust in the stewardship of congregational resources. It supports compliance with Board Policy and reflects our values of stewardship,accountability, collaboration,transparency, and resourcefulnessshared while maintaining clarity in donor engagement and asset acceptance.leadership.

2. Organizational Guidance
Foothills implements a multi-layered internal controls system to prevent fraud, ensure accurate reporting, and promote responsible financial management. 

Separation of Duties

  • No single staff member may hold full responsibility for Solicitedauthorization, In-Kindcustody, Giftsand record-keeping of any financial transaction.

    • FoothillsCore encouragesfinancial in-kindprocesses donations that have been(e.g., soliciteddeposits, ordisbursements, pre-approvedreconciliations, basedreporting) onare identifieddistributed needs.

      across distinct roles.

    • Authorization
  • and

    AlignmentApproval ReviewThresholds

    • The Finance Executive mustreviews evaluateall expenses exceeding non-standard$500.

      or
      • high-value
    gifts

    Banking & Payment Controls for:

    • AlignmentCredit withcards Foothills’are mission,issued values,by role and spacemanaged constraints

    • Ongoingthrough maintenanceBill.com, orwhich storageincludes requirementsapproval workflows and transaction coding.

    • LegalReceipts or safetyverifiable considerations

      online
      • transaction
    records are

  • Acceptance and Documentation

    • Donors must receive written confirmationrequired for acceptedall in-kindpurchases contributionsover when requested.$75.

    • All acceptedstaff in-kindwith giftsa shouldbusiness becredit documentedcard are required to provide purchase coding and valuedreceipts perby accountingthe standards,5th ifof applicable.the month for the prior month. 

    Access and Permissions

    • Access to QuickBooks Online, Church Center, and other financial systems is restricted by role.

    • The Finance Executive oversees permissions and conducts periodic audits of user access.

    Reconciliation & Review

    • Monthly reconciliation of bank and credit card accounts is conducted by the Bookkeeper and reviewed by the Controller.

    • Monthly financial reports are reviewed by the Executive Team and Finance Team.

    • Quarterly financial reports are reviewed by the Board of Trustees.

    Documentation & Retention

    • A current Chart of Accounts is maintained and shared with staff who have budget oversight.

    • All financial records (digital and physical) are retained for at least 7 years.

    • Secure storage protocols are in place to protect confidential or sensitive information.

    Training & Accountability

    • Staff with financial responsibilities receive training on this internal controls framework.

    • The Finance Executive monitors implementation through ongoing review and spot checks.

    3. Related Content

    • Board Policy 3.3.51 – FundraisingFinancial Accountability

    • Board Policy 3.3.68 – AssetFinancial ProtectionTransparency and Reporting

    • SOP – Expense Approval and Reimbursement (need to create/tag)

    • SOP – Monthly Close and Reconciliation (need to create/tag)

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