Chitwood & Chitwood, 5746 Marlin Road Suite 500, Chattanooga, TN (2026)

09/02/2026

A worship service can be spiritually meaningful: and still create legal and financial exposure if music and media use isn’t properly licensed.

Use this practical checklist:

1. Confirm active licenses. Review CCLI, CVLI, or other licenses and verify exactly what each one covers.

2. Check streaming rights. Make sure your permissions include online worship services, livestreams, archived recordings, and any clips shared afterward.

3. Document special permissions. Obtain written approval for curriculum, videos, music, presentations, and special events when required.

4. Establish written media-use rules. Staff and volunteers should know what may be copied, displayed, recorded, streamed, or posted: and what requires prior approval.

5. Track renewal dates and retain records. Keep licenses, invoices, permissions, correspondence, and usage documentation organized and ready for review.

A licensing gap creates real liability. Media use should be intentional, authorized, and documented as part of responsible ministry stewardship.

Is your church’s licensing process current, clear, and audit-ready? Chitwood & Chitwood helps churches and ministries strengthen financial management and compliance systems.

08/31/2026

Before your church launches a raffle, bingo night, or fundraising event, make sure compliance is part of the plan: not an afterthought.

Ticket pricing, prize values, gaming rules, and event operations can affect your state and local requirements. Depending on the activity and location, your church may need permits, registrations, specific disclosures, or detailed records.

Fundraising proceeds may also receive different tax treatment depending on how the activity is conducted and whether it relates to your organization’s exempt purpose. Keep organized documentation for ticket sales, donations, expenses, prizes, winners, deposits, and required state or IRS filings. Certain prizes or gaming activities may create additional reporting obligations.

A well-planned event protects your ministry, supports transparency, and helps prevent avoidable penalties or compliance concerns. Before tickets go on sale, review the rules with qualified church accounting and tax professionals.

Is your church prepared for its next fundraising event? Chitwood & Chitwood helps churches and ministries navigate accounting, tax, and compliance needs with confidence.

08/31/2026

Clear financial reporting builds trust and encourages generous, faithful giving. When churches share timely, board-approved summaries with the congregation, they demonstrate faithful stewardship and help members see how their gifts support ministry.

A practical transparency checklist for church leaders:
✅ Publish a budget-vs-actual summary on a regular cadence (monthly or quarterly)
✅ Report year-to-date giving and progress toward ministry goals
✅ Present restricted funds separately : clearly identifying gifts designated for a specific purpose
✅ Show a simple cash position and reserve summary members can understand
✅ Obtain board review and approval before public distribution
✅ Protect donor privacy : never publish individual giving details
✅ Invite questions and provide a clear channel for members to request more detail

Transparency is more than good practice : it reinforces financial peace of mind for leaders and givers alike. Chitwood & Chitwood helps churches and ministries build reporting systems that are clear, consistent, and compliant.

Need help strengthening your church's financial reporting? We're here to help.

08/28/2026

If a fire, flood, ransomware incident, sudden staff loss, or banking disruption affected your church tomorrow, could essential payments and financial operations continue?

A financial continuity plan helps your church recover with less confusion and greater peace of mind. Make sure your plan includes:

✅ Secure, regularly tested backups of accounting, payroll, contribution, insurance, and banking records
✅ A current list of critical contacts, payment deadlines, vendors, and financial institutions
✅ Alternate approval authority if a pastor, treasurer, trustee, or administrator is unavailable
✅ Protected access credentials and a documented process for transferring access when needed
✅ Preserved copies of insurance policies, bank records, leases, and key financial documents
✅ A written recovery sequence for payroll, bills, deposits, contributions, and reporting
✅ Periodic testing so your team knows what to do before an emergency occurs

This is more than cybersecurity. It is operational preparedness: making sure your church can keep serving its congregation while financial systems and responsibilities are restored.

Chitwood & Chitwood helps churches and ministries build sound financial systems and continuity practices tailored to their needs. Contact our team to discuss how prepared your church is for the unexpected.

08/27/2026

Pastors and ministry leaders: Donor-advised fund gifts require careful attention to timing, documentation, and stewardship.

For most DAF contributions, the donor’s charitable deduction is tied to the date the sponsoring organization receives and accepts the contribution: not the date your church or ministry receives a grant. Year-end deadlines may vary by sponsor and by asset type, so donors should plan ahead.

Proper substantiation matters. Donors should retain the acknowledgment or receipt from the DAF sponsoring organization. Contributions of noncash assets may require additional documentation, including an appraisal or Form 8283, depending on the circumstances.

When your organization receives a DAF grant, record it as a contribution from the sponsoring organization. Do not issue an individual charitable-contribution receipt to the donor who recommended the grant. Instead, acknowledge the grant promptly, document any stated purpose or restrictions, and provide meaningful updates about how the funds support ministry.

Clear records and thoughtful stewardship protect compliance while strengthening donor trust. If your church or ministry needs help reviewing contribution procedures, Chitwood & Chitwood can help you build a sound financial process.

08/26/2026

Actual ministry needs can change: and when they do, your church budget should change through a documented approval process, not an informal conversation.

Use this practical checklist:

1. Identify the variance. What changed from the approved budget, and why?
2. Explain the ministry impact. Connect the requested change to the ministry need or opportunity.
3. Document the proposed amendment. Include the affected accounts, dollar amounts, funding source, and financial impact.
4. Obtain approval before committing funds. The authorized board or committee should approve the amendment according to your church’s governing documents and financial policies.
5. Update the accounting system. Make sure the amended budget is reflected in your reports and financial software.
6. Retain the documentation. Keep the board minutes or written resolution with the approved budget records.

This is more than a general mid-year financial check-up. A formal budget amendment creates clear governance, authorization, and accountability: helping protect your church and provide peace of mind for pastors, treasurers, and ministry leaders.

Need help strengthening your church’s budget amendment and approval process? Chitwood & Chitwood provides specialized accounting support for churches and ministries. Send us a message to discuss your needs.

08/24/2026

Hey Pastors, Church Administrators, and Treasurers: are your year-end giving statements truly ready to go?

Before statements reach donors, your team should:
• Reconcile every contribution to bank deposits and church records.
• Confirm recurring, online, cash, and designated gifts are recorded accurately.
• Review donor names, addresses, amounts, and required acknowledgment language.
• Issue clear, donor-friendly annual statements on time.

For contributions requiring a written acknowledgment, the IRS deadline is generally the earlier of the donor’s tax-return filing date or the return due date, including extensions. Many churches aim to distribute annual statements by January 31 as a practical best practice: but requirements can vary by gift and situation.

Accurate reconciliation helps create audit-ready contribution records, supports donor confidence, and reduces last-minute corrections.

Need help strengthening your church’s year-end giving process? Chitwood & Chitwood provides specialized bookkeeping and compliance support for churches and ministries. Send us a message to start the conversation.

08/24/2026

Is your church maximizing the retirement planning potential of its clergy through a properly structured 403(b) plan?

Many ministers and churches overlook the unique intersection of retirement savings and clergy-specific tax rules, leaving valuable financial opportunities on the table.

Here's what every church board and pastor should know:

📈 403(b) Contributions Reduce Both Tax Types: Contributions reduce both federal income tax AND self-employment (SECA) tax liability for ministers : a dual benefit unique to retirement plan contributions.
📈 Housing Allowance & Retirement Distributions: Properly designated retirement plan distributions may qualify for the housing allowance exclusion. The board must designate distributions IN ADVANCE of the plan year.
📈 Employer Contributions Are Not Subject to SECA: Contributions made by the church on behalf of a minister are generally free from SECA tax, creating meaningful tax savings.
📈 Roth vs. Traditional Options: While Roth contributions grow tax-free, they don't provide the same SECA reduction as pre-tax traditional contributions.

Equipping your clergy for a secure financial future requires specialized guidance. Chitwood & Chitwood helps churches design retirement strategies that honor ministers and steward resources wisely.

08/24/2026

Before your church or ministry accepts grant funds, pause and review the agreement. Restricted funding must be managed according to its written terms: not simply treated as unrestricted income.

Use this quick compliance checklist:
• Confirm the approved purpose and restricted activities.
• Identify eligible and ineligible costs.
• Calendar every reporting deadline and required format.
• Determine what documentation must be retained.
• Track grant income and expenses separately in your accounting records.
• Reconcile expenditures to the approved budget regularly.
• Retain submitted reports, invoices, approvals, and supporting records.

Clear grant procedures help protect your ministry, support accurate reporting, and provide financial peace of mind when funders or auditors ask questions.

If your church or ministry needs help reviewing grant requirements, setting up restricted-fund tracking, or preparing reports, Chitwood & Chitwood can help. Reach out to discuss specialized accounting support for religious organizations and nonprofits.

08/20/2026

Navigating Copyright and Digital Licensing in Ministry 🎧📜

With the rapid expansion of multi-site campuses and online streaming, copyright compliance has never been more critical for churches and ministries. Utilizing copyrighted music, curriculum, or video content during services or on digital platforms without proper licensing can expose organizations to unexpected legal and financial liabilities.

Key compliance steps for church leadership:
• Audit all digital media and streaming channels to verify active licenses (e.g., CCLI, CVLI).
• Establish clear written guidelines for staff and volunteers regarding media usage and permissions.
• Review curriculum and performance rights for special events and youth programs.
• Maintain organized records of all licensing agreements and renewal dates.

Proactive compliance protects your ministry's integrity and ensures good stewardship of dedicated resources. Let Chitwood & Chitwood help your organization establish robust internal administrative systems.

Chitwood & Chitwood

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