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MLS finance transition (United States)

All units in the United States will be switching to the new Church Unit Banking Services (CUBS) on 24 October 2010. In preparation for this change US units should follow these instructions.

Updating all units to MLS version 3.2.3

Each stake clerk should check to see if all units in the stake are using the most current version of MLS (MLS 3.2.3). If they are not, please follow the instructions below.

As soon as possible, please have ALL your units do the following:

  1. If the computer is on, please turn off the computer.
  2. Turn the computer back on and log into MLS (for Family History Centers this might be Finance MLS).
  3. Do a Send/Receive Changes.
  4. Upload any and all updates to the MLS program.
  5. Log out of MLS.
  6. Turn off the computer.
  7. Turn the computer back on and log into MLS (for Family History Centers this might be Finance MLS ).
  8. Do a Send/Receive Changes.
  9. Turn off the computer.

New financial processes

On Sunday October 17, please have ALL your units do the following:

  1. If the computer is on, please turn off the computer.
  2. Turn the computer back on and log into MLS (for Family History Centers this might be Finance MLS).
  3. If you have any financial transactions to do, please complete them. (After Sunday, October 17 at 11:59 p.m. MST, you will not be able to do any financial transactions until Sunday, October 24, 2010.)
  4. Do a Send/Receive Changes. This needs to be done by all units. This needs to be done even if you did not enter any transactions.
  5. Log out of MLS. (After Sunday, October 17 you will not be able to do any financial transactions unit Sunday, October 24, 2010. You will still be able to use and process membership updates in MLS during this period.)

On Sunday October 24, please have ALL your units do the following:

  1. Turn on the computer and log into MLS (for Family History Centers this might be FMLS).
  2. Do a Send/Receive Changes. In this transmission you will receive an update to your MLS system and will be connected to the new "Church Unit Banking Services". The send / receive process may take a few minutes to complete. If it is not completed, please retry until you receive a message indicating that the send / receive was successful and the financial up-date was completed.
  3. Enter any financial transactions needed.

Please refer to the information below for specific information on changes to the financial processes or refer to Church Unit Banking Services (CUBS).

The following instructions are to be used after being notified that the new Church Unit Banking Services (CUBS) has been enabled.

All units worldwide will be switching to a new banking system that will operate as a companion to MLS. All finance transactions in MLS will run through this new banking system. Because of the new banking system, some of the finance functionality in MLS will change when CUBS is enabled.

CUBS will not be enabled until sometime after you update to MLS 3.2.3. Do not use these instructions until you have been notified that CUBS is enabled.

Local Unit Budget Allowance (stakes only)

All units will now receive budget allowance as an actual amount in the Budget category. For stakes and wards in the United States and Canada, this means that every three months each qualifying unit will receive an amount in the Budget category that will remain as a balance and will decrease as the unit writes checks against that category. The stake determines the distribution of the entire budget amount for the stake and all its wards unless directed otherwise by area authorities. Stakes manage this by assigning budget distribution percentages between the stake and each ward by doing the following:

  1. On the Finances panel, click More.
  2. On the Budget panel, click Budget Allocation.
  3. For a unit, enter a percentage in each of the following:
    • Sacrament Meeting
    • Young Men
    • Young Women
    • Primary
    • Young Single Adults
  4. Review displayed estimates and, if acceptable, click Submit to send percentages. Submitted percentages remain on record for future budget distributions unless updated through MLS or by personnel at the Church administrative office.

Missionary commitments

Each month the administrative office withdraws a monthly amount for each single full-time proselyting missionary serving from the ward. The missionary withdrawal amount will now be automatically recorded in MLS. The clerk will not have to manually enter the amount in MLS as was previously done. Additionally, a subcategory for each missionary will be automatically set up in MLS for missionaries serving from the ward as indicated from the Missionary Department. Wards should not set them up manually. If donations for a particular missionary are received prior to having a subcategory for the missionary set up through the Missionary Department, the ward should record those donations in the Ward Missionary category. Such donations may be later transferred to the specific missionary's subcategory after it has been automatically set up.

Tax reimbursement

For those units that are required to record sales tax with each disbursement, this will no longer be recorded in a Tax field on the Expense screen. Instead, the amount of the expense will be split between the expense and the tax on the expense. Both will be entered under the "Category" and "Amount" columns. For units in Utah and North Carolina, the entire amount of the tax will be left in the unit's account. Only the amount of the expense will be deducted from the account. For units in Canada, half of the amount of the tax will be left in the unit's account. The other half of the tax amount plus the expense will be deducted from the account.

New Church Unit Financial Statement

The Church Unit Financial Statement helps unit leaders make sure that unit funds are being properly handled and accounted for. After CUBS is activated, all units will begin receiving a new Church Unit Financial Statement that will contain summaries, descriptive details, and graphs of financial transactions. Each category on the tithing and donation slip will have its own column on the statement. For example, Humanitarian Aid, Temple Construction, and Perpetual Education will have their own columns. After having reviewed the monthly Church Unit Financial Statement, as financial stewards for their unit, leaders and clerks should follow up on any action items indicated and sign the statement. Leaders will no longer be required to reconcile the statement to MLS. The statement will indicate any outstanding items that require attention by the unit.

This page was last modified on 22 April 2011, at 10:19.

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