Debit Account Setup

NOTE: If your church board has decided to obtain and use a debit card, hopefully you will follow our very strong recommendation to open a separate checking account, not connected to the main checking by automatic transfers. This debit account is to be funded by manual online transfers from the main checking account as needed.

Setting Up a New Debit Card Account in Jewel

Go to Maintenance / Edit Accounts, then click on “Add New Account” and set it up like this:

Type: Bank Account

ID: Pick a number, close to your other bank accounts, that is not already in use.

Name: Debit – then the name of your bank

Bank Name: Debit. The rest of the “Bank Information” can be left blank, since you won’t be writing or printing checks on this account.

Statement Frequency: The default is “Monthly.” Leave it that way.

Click the green “OK √” in the top right corner to save and leave.

Things to Consider As You Set Up the Debit Account

• Some banks will require a minimum balance in order to avoid fees. Find out your bank’s practices.
• Ask for end of month statements. Ask for printed and mailed statements, even if there is a small charge.
• Your debit account should not be set up to auto draft from checking if the balance gets too low. Having a separate debit account is so that fraudulent use of your debit card cannot drain your main checking Account. If the two accounts are connected with auto draft, it defeats the purpose of the separate account.
• You do not need to purchase checks – you will not be writing checks from this account. Ideally, you won’t even need deposit slips, since transferring online is the best.
• If possible, set up online banking for yourself as treasurer, so you can quickly and safely transfer funds online from checking to debit when needed.

NOTE: The board should discuss and vote who will use the card(s) and under what circumstances. Review these requirements annually with the board, or with new card holders as they receive their card.

• The debit card should never be used for personal purchases.
• The debit card should never be used to withdraw cash.
• Have the cardholders sign a “Debit/Credit Card User Agreement” when they receive their card.
• Require that a “Debit Card Activity Report” be turned in monthly by cardholders.
• Original receipts for all purchases should be stapled in date order to the “Activity Report,” and turned in to the treasurer no later than the 7th of the following month, without the card holder having to be reminded or asked for missing receipts. The card-holder’s convenience should not exponentially increase the treasurer’s workload.
• Anyone who does not follow the guidelines on the “Debit Card Activity Report” should forfeit the use of the church debit card.

NOTE: To avoid fraud and misuse, set up clear guidelines and stick to them. Card holders will need to know that exceptions will be rare. Be kind but firm. If they are asked by the board to sign the “Debit/Credit Card User Agreement” upon receiving their card, they will have less opportunity to claim ignorance or privilege.

---

Click here for more topics related to Debit Cards

Click here for more topics related to Edit Accounts