St. Edmunds Episcopal Church

Guild Financial Procedures

Effective: January 1, 2026

To ensure transparency, accountability, and good stewardship, all guild funds of St. Edmund’s Episcopal Church are held within the church’s main operating bank account. While guilds no longer maintain separate external bank accounts, each guild’s funds remain designated, tracked, and reported within the church’s accounting system.

Each recognized guild will have a designated line item (income and expense) within the church’s general ledger. Funds credited to a guild may only be used for that guild’s ministry and activities, consistent with the mission and policies of the church.

1.     Depositing Guild Funds

Guild income includes, but is not limited to:

  • Membership dues

  • Fundraising proceeds

  • Donations designated for a specific guild

Deposit Requirements:

  • All checks must be payable to St. Edmund’s Episcopal Church.

  • The guild name must be clearly noted on the memo line of checks or accompanying documentation.

Submission of Deposits:

  • Individual cash and checks may be submitted through the Sunday offering, delivered to the church office, or submitted by a guild personnel to the office. Please note that membership dues are not tax-deductible, while donations are.

  • When deposits are submitted by a guild officer, a completed Guild Deposit Form must accompany the funds.

2.     Requesting Funds and Reimbursements

All guild expenses are paid through the church from the respective guild fund.

Guilds may request:

  • Payment directly to a vendor, or

  • Reimbursement to an individual

  • No cash disbursements or advance checks will be issued.

Requirements:

  • A completed Guild Expense / Reimbursement Request Form: Online or Paper

  • Original receipts or invoices attached

  • Signature of an authorized guild personnel

Requests will be reviewed by the Treasurer to confirm available funds and processed weekly.

3.     Approvals and Processing

  • Requests are processed promptly, typically weekly.

  • The Treasurer or other authorized approver may contact the guild for clarification if needed.

  • Payments are issued by check or direct payment to vendors. 

4.     Reporting and Transparency

  • A guild officer can request information on the current guild balance from the treasurer at any time.

  • Guilds will receive a quarterly financial statement showing beginning balance, income, expenses, and ending balance.

  • Guild balances are included in the church’s annual financial reports.