Sandigi--Help!

[Super Mom]

Your response was very helpful and I plan to use that paragraph on our donor statements next year (this year already done). My question is, they have tithes envelopes for 10 years!!!!! I checked with the auditor and was told 3 years should be plenty, if I tell them to get rid of all but 3 years is that safe? All of the info is tracked and entered in the computer, just talking about those envelopes that they give in. Thanks!!!

[sandigi]

Your response was very helpful and I plan to use that paragraph on our donor statements next year (this year already done). My question is, they have tithes envelopes for 10 years!!!!! I checked with the auditor and was told 3 years should be plenty, if I tell them to get rid of all but 3 years is that safe? All of the info is tracked and entered in the computer, just talking about those envelopes that they give in. Thanks!!!

I don't know the answer but here is what we decided to do when I stepped into our church finances. We kept 7 years of the past envelopes that had no "notice of tossing envelopes" on the annual statements. Almost everything I have read about record retention says 7 years, I don't know where 3 years comes up when people talk about keeping 3 years of records.

The year we started putting the "notice" on the statement telling them we would toss the envelopes within 90 days; that is the year we began to toss the envelopes. We have a box that we store the contribution envelopes in each year. On the box it says, "toss by 04/30/xx." Our "notice" on the statement indicates 90 days, but I'm never sure what day I will get the contribution statements finished, so I just stick with the end of April for the toss date.

Earlier in our conversation from your original post, I wasn't sure where I found the info. Now I know. It was from a book called "Church & Clergy Tax Guide" by Richard Hammer. Our church office had the book, and I got a lot of good info from it (like the kinds of questions you are asking and will have.) You should consider ordering the book. As I recall, it was a very good price.

Try this link for the "time notice" issue we are talking about:

http://www.churchlawandtax.com/private/library/viewarticle.php?aid=128

[Super Mom]

Thanks again! We will definitely be getting that book! I think I will follow suit with you and say 7 for now, until we put that statement on next year. Bless you!

[sandigi]

you too

Thanks again! We will definitely be getting that book! I think I will follow suit with you and say 7 for now, until we put that statement on next year. Bless you!

You're welcome. I wish I had come on this forum in 2007 when I started doing the church books because there are so many knowledgeable and helpful people on here! I'm really glad I could help you. God bless you too!