Business Administrator Resources
The role of the parish business administrator is one who supports the pastor and advances the mission of the parish by overseeing its administrative operations in alignment with the parish’s mission and the pastor’s stated priorities. This role includes responsibility for parish financial processes, stewardship of parish property, and oversight of office and employment procedures in a manner that supports the pastor’s ministry and enables all parish ministries to function effectively. The position also serves as a responsive administrative liaison between the pastor and parish staff, fostering collaboration and shared mission.
Â
*The resources on this page are not exclusive, nor are they exhaustive.*
A Year in the Life of a Business Administrator
Important events and activities in the year of a life of a Business Administrator.
TASKS
- Budget Planning (Dec/Jan)
- Donor Contribution Statements
- Parish ALEs confirm employee hours worked for AHCA reporting
- W-2s, 1099s – January 31st
- Catholic Services Appeal (CSA) Kickoff
EVENTS
- Lunch & Learn
- Security Managers Information Group (SMIG) Meeting
- APBA Meeting – 3rd Thursday of the month
EVENTS
- Parish Staff Formation Day
- Lunch & Learn
- APBA Meeting – 3rd Thursday of the month
EVENTS
- Employment Law Day*
- Lunch & Learn
- APBA Meeting – 3rd Thursday of the month
*PACE/PRISM requirement: refer to PACE /PRISM application for other program requirements
EVENTS
- Security Managers Information Group (SMIG) Meeting
- Lunch & Learn
- APBA Meeting – 3rd Thursday of the month
EVENTS
- Trustee Orientation (odd years only)
- Lunch & Learn
- APBA Meeting – 3rd Thursday of the month
TASKS
- Fiscal Years Ends June 30
- Safe Environment Spring Audit Report
EVENTS
- General Insurance Seminar*
- Lunch & Learn
- APBA Meeting – 3rd Thursday of the month
*PACE/PRISM requirement: refer to PACE /PRISM application for other program requirements
TASKS
- Fiscal Year Begins July 1
- Paycor Data Audit
EVENTS
- Archdiocesan New Parish Business Administrator Orientation
- Lunch & Learn
TASKS
- PACE/PRISM deadline – August 1
EVENTS
- Lunch & Learn
- Stewardship & Development Conference
TASKS
- Annual Parish Financial Report (APFR) to Archdiocese
EVENTS
- Standards in Church Ministry*
- Lunch & Learn
- APBA Meeting – 3rd Thursday of the month
*PACE/PRISM requirement: refer to PACE /PRISM application for other program requirements
TASKS
- Annual Mass Counts to Archdiocese
- Annual Insurance Election/Open Enrollment
- Annual Parish Survey from Archdiocese
- Annual Representation Letter to Archdiocese Â
EVENTS
- Cemetery Conference
- Lunch & Learn
- APBA Meeting – 3rd Thursday of the month
EVENTS
- Parish Staff Formation Day
- Lunch & Learn
- APBA Meeting – 3rd Thursday of the month
TASKS
- Begin Budget Planning (Dec/Jan)
- Retirement Fund for Religious Annual Weekend
- Annual Payroll Data Audit
EVENTS
On-going Activities
- Payroll – quarterly & annual filings
- Performance management
- Catholic Mutual Annual Insurance Inspection*
- Finance Council meetings – at least quarterly
- Catholic Mutual training videos – every other year for all staff
- Financial audit/Agreed Upon Procedures (AUP) – every four years/change of pastor
- Renewal of property tax exemption – every three years
- Proxy request –  certain transactions require prior approval, see Policy 216.
- Maintaining certificates of insurance with vendors*
*PACE/PRISM requirement: refer to PACE /PRISM application for other program requirements
Parish Administration
Parish Administration
Accounting
ParishSoft
Accounting Processes
- Donor Contribution Statements
- Cash Flow Projection Update
- Capitalization Policy Samples:
- GAAP Standards
Finance
Reporting
- Annual Financial Submissions to Archdiocese
- Annual Financial Report to Parish
- Meaningful Financial Statements Handbook
- Sample report
Budgeting
- 2022 Lunch & Learn – Budget Planning & Import
- 2021 Lunch & Learn – Cash Flow Forecasting
- Parish Finance Manual – Budgeting
- Best Practices
- Sample Parish Budgets
Advancement & Stewardship
- Gift Acceptance Policy Info & Templates
- Sample Donation Requests (End of Year, Gift/IRA, St Odilia materials)
Appeals
Grants
Â
* Catholic Community Foundation (CCF) provides grant opportunities. Check the CCF website to learn more about grant program goals, grant eligibility, cycle dates, and amount awarded annually.
Councils & Trustees
Each parish is required to have 2 trustees appointed by the archbishop, a parish pastoral council that meets at least quarterly, and a finance council that meets at least quarterly.
Finance Council Resources
Parish Pastoral Council Resources
- Archdiocesan PolicyÂ
- Parish Pastoral Council Overview
Commissions or Committees
Commissions or Committees are task groups of the parish. Each Commission/Committee may have committees, sub-committees or ministry teams to carry out a specific area of ministry.
Â
Other Groups & Ministries
Insurance & Risk Management
PACE / PRISM Program
- Administered by Catholic Mutual Group via CMGConnect.
- PACE refers to the safeguarding of employees and PRISM refers to the safeguarding of property.
- General program overview from Standards in Church Ministry, 2021.
- Participation in PACE/PRISM Program allows site to earn up to 20% insurance premium rebate.
- Program requirements include regular training, attendance at 3 annual events and adherence to specific policies and procedures:
- Employment Law Update Seminar
- General Insurance Seminar
- Standards in Church Ministry
- Application deadline is typically August 1.
Cybersecurity
- Cybersecurity resources from Tokio Marine
- IT Security Standards
- IT Resources on Mission Support
Building & Grounds
Â
- Catholic Community Foundation: The Catholic Community Foundation stewards the financial resources of Catholic individuals, families, parishes, and institutions. www.ccf-mn.org
- Catholic Mutual: the leading provider of property, liability, and employee benefit coverage for the Catholic Church in North America. cmgconnect.org
- Emmaus Partners: is a non-profit Catholic organization with a 25-year history of helping other Catholic organizations achieve their goals and mission through strategic planning and financial stability. www.emmauspartners.org
Other Resources
- Lunch and Learn Library
- Records Retention Schedule (for Parishes, for Schools)
- Â Weekly Communications (Archdiocesan Update, Parish Leadership Update)
- Archdiocesan Policies
School Administration
School Administration Resources Coming Soon....
Cemetery Administration
Cemetery Administration Resources Coming Soon...
Association of Parish Business Administrators
The Association of Parish Business Administrators (APBA) is a professional development group for parish business administrators (and others who may serve that role in a parish) in the Archdiocese of Saint Paul and Minneapolis. The APBA’s mission is to strengthen and enhance the profession and ministry of parish business administration; to advocate and represent the issues and concerns of parish business administration; and to collaborate respectfully with all those we encounter.
From September through May, a variety of programs, association business, and other important information are offered at APBA meetings hosted at various parish locations. For an annual fee of $75, parish administrators gain access to valuable resources relevant to their work and enjoy a supportive community among their peers.
Membership includes access to the APBA Google Group for online discussion and information sharing, access to the annual APBA Salary Survey (with authorization), opportunities for retreats and mentoring, and participation in the annual Day of Fun event held in June.
APBA meets monthly September through June. Listed below are the meetings for FY2026: