Reporting Funds to the Treasurer
Apportionments are calculated on the average of the last three years of available statistics of each local church (i.e. 2004 apportionments are calculated using 2001-2003 statistics). The formula is based on total net paid expenses which is the total expenditures of the church minus expenditures for benevolent causes, capital improvements, and payments on loans and mortgages. The apportionments for each church is sent to each district based on decimal calculations from the formula below. The district then passes the apportionments on to the local church according to recommendations developed by the district superintendents and the district stewards. This information is then entered into the computer and will appear on the monthly Treasurer’s Report sent out to each church during the upcoming year. The Treasurer’s Office will not change an apportionment amount for a local church without approval of the District Superintendent. Individual church apportionments should not change more than 2 percent above or below the average increase of the total conference apportionments from the previous year.
Submission of Funds to the Conference Treasurer
The primary instrument for submission of funds to the Conference Treasurer’s Office is the Virginia Conference Treasurer’s Report. Since it is the responsibility of the church treasurer to submit this form, a great amount of specific detail is not necessary at this point, but it is important that ministers have some familiarity with the process. Each church has been assigned a "Church Number." Both the pastor and local treasurer should know this number and it should always be used when submitting remittances of any type to be credited to a local church. In addition it is essential that the District, Charge Name, and Church Name be included on the remittance form in the space provided. With so many churches having identical or similar names this information is essential to prevent errors in reporting funds.
- Monthly Remittances — Monthly remittances are recommended. Send special offerings and budgeted apportionments each month and the conference can disburse these funds to the appropriate destinations so that your money can be put to work as soon as possible. One remittance per month enhances economical record keeping by both the local church and the Conference office.
- District Funds — Submissions for District Funds, District Administration, District Missions, District Camps, etc., should be forwarded directly to the District Treasurer. Appropriate forms for reporting should be provided by the District Office.
Monthly Conference Treasurer's Report
This report, which is sent to both the pastor and the local treasurer, includes the yearly apportionments, year-to-date receipts, percent paid, receipts this month and amount due next payment. The report also includes monthly and year-to-date receipts for all specials or other benevolences submitted. The treasurer receives two copies of this report each month. One copy is retained and the second copy is used for transmittal of funds for the following month. Each pastor should encourage the local treasurer to verify this report against his or her records to determine if the church and conference records of remittances are in agreement. Any questions or differences related to the monthly report should be directed to Carol Crawford in the Conference Treasurer’s Office as soon as possible after the problem is detected.
Annual Statistical Report
These reports are submitted on a form furnished by General Conference and provides all the information found in the Statistical Tables in the back of each Journal. These reports are used by the Conference Statistician to compile conference statistical data. Completion of these forms normally requires a cooperative effort between the pastor and the church treasurer. The data gleaned from these reports provides the information for creating the decimals for apportionments for an upcoming year. Thus, the cycle starts over again!