AF Form 4365: CTOF Donation Log – Download PDF Guide

AF Form 4365: CTOF Donation Log – Download PDF Guide – The AF Form 4365, officially titled Chapel Tithes and Offering Fund (CTOF) Donation Log, serves as an essential official document for tracking donations to the U.S. Air Force Chapel Tithes and Offering Fund (CTOF). Chaplain Corps personnel, counters, and account managers use this form to maintain accurate records of cash and other donations supporting religious programs, worship services, and faith-based activities on Air Force installations.

Whether you are a chaplain assistant, volunteer counter, or CTOF account manager, understanding how to properly complete and manage AF Form 4365 ensures compliance with Department of the Air Force guidelines, supports transparent financial stewardship, and helps donors receive proper acknowledgment where required.

What Is the Chapel Tithes and Offering Fund (CTOF)?

The Chapel Tithes and Offering Fund (CTOF) is a nonappropriated fund established to manage voluntary donations (tithes and offerings) from Air Force religious communities. These funds support chapel programs, religious education, humanitarian efforts, and other indirect mission requirements that appropriated funds cannot cover.

CTOF operates under strict oversight outlined in DAFMAN 52-107, Chapel Tithes and Offerings Fund Management (20 January 2021). It functions as a tool of the U.S. Government while remaining separate from appropriated funding streams. Key uses include faith group programs, emergency assistance, contracts for religious support, training, and public relations activities aligned with Chaplain Corps objectives.

Donations come primarily from worship services, special events, and electronic giving platforms. Electronic offerings are handled separately and generally do not require entry on AF Form 4365.

Purpose of AF Form 4365

The primary purpose of AF Form 4365 is to create a detailed, auditable log of individual donations—specifically those $250 or more. This form:

  • Documents donor information, donation amount, date, and any specific designations (e.g., for a particular faith group, project, or program).
  • Supports accurate counting procedures during offerings.
  • Facilitates proper forwarding of records to the CTOF accounting section.
  • Helps ensure donors of larger amounts receive appropriate acknowledgment or tax documentation (receipts are generated centrally by the CTOF accounting section in January; installations do not issue them locally).

Important note: Do not use AF Form 4365 for payments received in exchange for goods or services (such as fees for youth trips, baked goods sales, or electronic offerings). It is strictly for free-will donations.

When and How to Use AF Form 4365?

According to DAFMAN 52-107:

  • Counters complete the form for all donations of $250 or more during the counting process, following local counting procedures for accuracy and security.
  • The account manager maintains the completed forms and forwards them to the CTOF accounting section at least monthly.
  • Smaller donations (under $250) are typically tracked through deposit reconciliation processes (e.g., via AF Form 4359) rather than individual logs on AF Form 4365.

This threshold helps balance administrative efficiency with the need for detailed tracking of significant contributions.

Key Fields on AF Form 4365

While the exact layout appears on the official PDF, typical fields on the Chapel Tithes and Offering Fund (CTOF) Donation Log include:

  • Date of the donation or service.
  • Donor’s Name (Last, First, Middle Initial) — or anonymous if designated.
  • Amount donated (in U.S. dollars).
  • Designation (if the donor specifies a particular use, faith group, or program).
  • Service or Event details (e.g., Protestant, Catholic, or special worship service).
  • Counters’ or Account Manager’s Certification signatures and dates for verification.

The form emphasizes accountability, with certification statements confirming the accuracy of the recorded information. Always use the most current version from the official Air Force e-Publishing site.

Download the official AF Form 4365 PDF here:
https://static.e-publishing.af.mil/production/1/af_hc/form/af4365/af4365.pdf

AF Form 4365 works within a broader system of CTOF documentation:

  • AF Form 4359 — Deposit Reconciliation Report (for overall offering deposits).
  • AF Form 4361 — Receipt for CTOF Honorarium or Donation.
  • AF Form 4362 — CTOF Project Officer Report (for expenditures).
  • AF Form 4409 — CTOF Monthly Self-Assessment.

CTOF accounting follows rigorous internal controls. The CTOF accounting section generates annual donation receipts for qualifying donors, supporting potential tax deductions under IRS guidelines for charitable contributions.

Electronic donations through approved platforms (such as Acceptiva for certain bases) bypass physical counting but still contribute to the overall fund.

Best Practices for CTOF Donation Management

  • Follow local chapel counting team procedures to maintain security and dual control (two-person verification).
  • Document everything clearly and legibly to avoid discrepancies during monthly reconciliations or audits.
  • Forward AF Form 4365 records promptly to the CTOF accounting section.
  • Train volunteers and counters on privacy considerations — donor information is handled with care and used primarily for accounting and receipt purposes.
  • Remember that CTOF cannot supplement appropriated funds; it serves distinct religious and humanitarian purposes.

For full procedural details, consult DAFMAN 52-107 (available on the Air Force e-Publishing website) and coordinate with your installation’s Wing or Garrison Chaplain or CTOF account manager.

Why Proper Use of AF Form 4365 Matters?

Accurate use of this form upholds the integrity of the Chaplain Corps’ stewardship of voluntary offerings. It ensures that service members, families, and civilians who generously support their chapel communities can trust that their donations are tracked responsibly and used effectively for faith-based programs.

If you need the form for your unit or have questions about CTOF procedures at your specific installation, contact your local Chaplain Corps office. Always refer to the latest official publications on e-Publishing.af.mil, as policies and forms can be updated.

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This guide is for informational purposes and is based on publicly available Department of the Air Force guidance as of the latest revisions. For official instructions, download the form and associated manual directly from Air Force e-Publishing sources.