POLICIES AND PROCEDURES MANUAL
Diocesan Standardized Chart of Accounts
Accrual vs. Cash Basis of Accounting
Agreed Upon Procedures Audit
Agreed Upon Procedures Audit Program
Internal Control Questionnaire
Alcoholic Beverages – Parish Events Auctions and Raffles
Kentucky Alcoholic Beverage Control – New Licensing System
Assessments
Secondary School Fund Assessment
Bank Accounts and Bank Reconciliations
BOY SCOUTS OF AMERICA
Due to the Chapter 11 Bankruptcy filing by the Boys Scouts of America, Catholic Mutual strongly recommends that Boy Scout Troops operating within a parish to be structured as an “Unaffiliated Organization Agreement” with a “Facility Usage Agreement” also in place. This will lessen the administrative requirements on the parish, and provide greater protection in the event of an insurance claim.
Unaffiliated Organization Agreement – Boy Scouts of America
Facility Usage Indemnity Agreement – Boy Scouts of America
If a parish is willing to take on the additional administrative burden of sponsoring a Boy Scout Troop under a traditional “Charter” Agreement, then the parish can enter into an Affiliation Agreement with their Boy Scout Troop. CAUTION: Before signing the Affiliation Agreement, the parish/pastor should read this agreement in its entirety, paying particular attention to Section III, to ascertain all of the parish administrative requirements contained in that section.
Affiliation Agreement – Boy Scouts of America
Business Manager Job Description – Sample
Capital Improvement Projects
Project Planning Procedures Manual
The following template is required for all capital projects that require borrowed funds. Please contact the Finance Office if there are questions about how to complete/submit the template.
Capital Project Financial Summary Template
Charitable Gaming
Raffle Games – Policies and Requirements
Charitable Gaming Reporting & Withholding Requirements
Diocesan Restrictions Charitable Gaming
Kentucky Charitable Gaming Regulations Information
IRS Publication 3079 – Tax Exempt Organizations and Gaming
Collections
Collection Counting Procedures – Sundays & Holy Days
Collection Count Sheet & Control Log
IRS Publication 526 – Charitable Deductions
IRS Publication 1771 – Charitable Contribution Disclosure Requirements
Stock Donation Transfer Instructions
Employee Policies – See Payroll and Personnel Policies
Festival and Parish Events Policy
Hall and Facility Policies
Facility Usage Indemnity Agreement
Facility Usage Indemnity Agreement – Boy Scouts of America
Unaffiliated Organization Agreement – Boy Scouts of America
Special Events – Guidelines & Application Form
Security & Emergency Response Policy
All accidents that occur on Parish/School property must be report to the Diocese using the Incident Information Report at the link below.
See the Workers’ Compensation section below for accidents involving employee injuries.
Information Technology (IT) Policy
Insurance Policies & Requirements
Catholic Mutual Training Webpage:
CMG Connect – Defensive Driving Training
CMG Connect – Registration Instructions
Property Self Inspection Report
Request for Certificate of Coverage Form
Risk Management Best Practices
Unaffiliated Organizations Operating within the Diocese
Mission Work Trips & Service Projects
Participant Accident Insurance
Participant Accident Reporting Instructions
Participant Accident Insurance Claim Form
Internal Control – Segregation of Duties
Payroll and Personnel Policies
Payroll – Centralized Office and Operations
Payroll – De Minimis Employee Fringe Benefits
Payroll – Manual Payroll Check Process
Personnel – Employee vs. Contractor
Personnel – Exempt vs. Non-exempt (FLSA)
Personnel – Family Medical Leave Act
Personnel – Required Labor Postings
Political Activity Prohibition
USCCB – Political Activity and Lobbying Guidelines
Priest Compensation & Taxation
Reimbursement of Business-Related Expenses
Personal Business Expenses – Sample
2024 Reporting Packet Sent to Parishes
2024 Parish Annual Financial Report – with formulas
2024 Parish Annual Financial Report – without formulas
Sale or Long-Term Lease of Property
Tax-Exempt Status
Official Catholic Directory – Diocese of Covington – 2024 Listing
Vehicle/Driver Safety Policies
Vehicle Safety Policy Amendment
Driver/Vehicle Application Forms
All individuals that drive for parish/schools/diocesan business (employee and volunteers) must submit information so Catholic Mutual can run their Motor Vehicle Report (MVR). They must also take an online Defensive Driving Course on the Catholic Mutual website. Both of these items are provided free of charge to the employee. Please open the document at the link below and follow the instructions.
Driver Information and CMG Connect
Private Vehicle Use Application
Vehicle Forms
Vehicle Insurance Change Request Form
All accidents that occur on Parish/School property must be report to the Diocese using the “Incident Information Report” at the link below.
For accidents that involve employee injuries, the Incident Information Report must be completed in addition to reporting to Church Mutual via the Nurse Hotline (at time of injury) at 844-322-4662.
Workers Comp First Report of Injury or Illness – Fillable pdf form
Workers Comp First Report of Injury or Illness – Non-fillable pdf form