Business Office
Mission
The Diocese Business Office serves the Diocese by managing and safeguarding the financial and administrative resources entrusted to our care. In partnership with our parishes, schools, and ministries, we promote sound financial practices rooted in transparency, accountability, and good stewardship. Guided by the generosity of our faithful and in harmony with the mission of the Diocese, we are committed to the responsible use of our human and material resources through effective budgeting, accounting, reporting, and compliance with all civil and Church regulations.
We carry out our mission by protecting the Diocese’s financial resources, keeping accurate records, and ensuring everything we do follows both diocesan and civil guidelines. We’re here to support parishes, schools, and ministries with financial guidance, tools, and information that promote good stewardship and strong management. By maintaining solid internal controls and open communication, we help ensure that all diocesan resources are used wisely to serve the mission of Christ and His Church.
We are available to meet with our parishes, missions, and schools to provide support with financial, insurance, and reporting matters. Our Diocesan Finance Officer also welcomes invitations from pastors to attend Parish Finance Council meetings, where she can offer guidance and clarification on diocesan procedures and policies.
Quick Links
Accounting Procedures, Calendar,etc
Parish Charts of Accounts
The year-end financials are used to calculate the total assessment to be paid over the course of the new fiscal year. Please refer to the Chart of Accounts for determining assessable status of a particular income line item. If you have any questions about what is taxable and what is not, please feel free to call the Diocesan Business Office at 318-868-4441. At the time year-end financials are submitted, we also request that the pastor submit the Parish Representation Letter. This letter is to be printed on parish letterhead and signed by the pastor. We include it on this site in Microsoft Word format to facilitate easier editing.
Reporting Timeline
Annual Diocesan Assessment
Canons 222 and 1260 assert the right of the hierarchy (bishops) to require from the Christian faithful the financial support necessary for ecclesial purposes (carrying out the mission and programs of the Church in the diocese). Canon 1263 specifically gives the right to the bishop to impose taxation as necessary to provide adequate support for the Church. The total of taxable income line items for the fiscal year recently ended is compared with the following chart in order to determine the taxable percentage rate.
Agreed Upon Procedures
Parishes, missions and elementary schools are reviewed by independent accountants every three years for compliance with acceptable accounting practices and diocesan policy. The schedule currently stands as follows: TBA
Reviews will take place during the fall of the year noted (after the close of the fiscal year at June 30.) Locations are provided pricing information in February so that appropriate budgeting provisions may be made. Special arrangements for additional reviews outside of the normal schedule may of course be made at the request of the Bishop, Diocesan Administrator or the Pastor.
Accounting Procedures Documents
Guidelines & Policies
Special Events, Third Party Use of Property, Tenant User Liability Insurance Program
For private groups or individuals renting or using any portion of church property, a separate insurance policy can be purchased ONLINE from Arthur J. Gallagher Risk Management Services. If Tenant User Liability Insurance is declined, then the group or individual must provide a Certificate of Insurance endorsing the church/diocese/Bishop as additionally insured on the General Liability policy (Must be insured at $1million per occurrence). **Special Events (TULIP) coverage is not intended for church- or school-sponsored events**. If you have questions about the nature and purpose of Special Events/TULIP Insurance, please call the Diocesan Business Office at 318-868-4441.
Below are the instructions for accessing the web-based application and payment system which will generate immediate approval and emailed insurance certificates. These procedures are for anyone who needs to purchase Special Events coverage (now called TULIP) so that they can apply and pay directly online. Brianna Riske at AJG (630-647-3035) will be able to help you or them with any questions you have through the process.
Web Access Instructions
Guidelines & Policy Documents
Property & Liabilities
Accident / Incident Claim Forms (Reporting):
Please call the Diocesan Business Office in order to report an incident involving property, liability or automobile claims or use the forms below. Please note: If the injured person is an employee, then the matter falls under Workers’ Compensation Please contact Peggy Ray in the Department of Human Resources for information on setting up claims for employees. Please email all Non Workers’ Comp Accident Reports and Property Loss Reports to busoffice@dioshpt.org.
Accident Report (fillable pdf) If the accident/incident involved a student, then use Student Accident Insurance Claim form below.
- Property Loss Report (fillable pdf)
Deductibles:
Property claims carry 5% with a minimum of $1,500 deductible per instance.
Auto claim deductible is $500 for collision. There is no deductible on comprehensive claims (cracked windshields, etc). Only autos owned by our parishes, missions and schools and the personal autos of priests who choose our insurance are covered by the diocesan policies. Police Reports must be provided in all collision claims.
Forms For Insurance Coverage:
- Mobile Equipmet: Add or Delete Coverage
- Vehicle or Building: Add or Delete Coverage
Certificates of Insurance
Insurance for Foreign Mission Trips and International Travel
For anyone traveling outside the USA, Gallagher Charitable International Insurance Services offers Special Insurance, which includes Emergency Medical Evacuation. At this time it is $3.30 per day per person. We strongly recommend that the sponsoring church purchase the coverage for travel participants. Coverage may be sought at www.TravelWithGallagher.com.
Student Accident Insurance
Student Accident Insurance is afforded to all students enrolled in our schools and pre-schools. The coverage is secondary to the parents’ primary insurance coverage. Claims are expected to be filed as soon as possible, but must be filed within sixty days of date of accident in order to be considered for possible payment. The following forms are provided:
- FAQ and Claim Instructions
- Student Accident Claim Form (print out and complete)
Tenant User Liability Insurance Program
For private groups or individuals renting or using any portion of church property, a separate insurance policy can be purchased from Arthur J. Gallagher Risk Management Services. If TULIP coverage is declined, then the preceding requirements will apply. New to our system is the requirement that all applications be completed online, with the exception of recurring meetings, whose application is noted below. This change ensures timely approval and immediate response.
- Applications may be completed online here
- Facility Use Agreement is provided for parish/school use.
TULIP coverage is not intended for church or school-sponsored events. If you have questions about the nature and purpose of TULIP, please call the Business Office at (318)868-4441. Exceptions to this arise when a church or school sponsors a “bazaar/craft fair” type event or has an event at which inflatable amusement devices are erected. If your location is hosting an event with inflatables, please contact Zoe Dorse by email at Zoe_Dorse@ajg.com to begin the process for obtaining coverage. You will need to submit the Special Events Application and Inflatables Best Practices (signed by principal or pastor) in order to secure coverage.
Workers’ Compensation Insurance
For complete Workers’ Compensation forms, instructions, and next steps, visit the Diocesan Department of Human Resources.