Transcript Western Washington Young Life Admin Training

WESTERN WASHINGTON
YOUNG LIFE
SPRING ADMIN TRAINING
April 16, 2015
10:00 am to 2:00 pm
THE FLORIST
THE FLORIST – THE ADMINISTRATOR
 Write down on a piece of paper the titles in which you hold
and have held in your life (mother, administrator, coach, wife,
teacher’s pet, bully, perfectionist, loner, workaholic, etc.)
CHILD OF GOD
 Re a d
 John 1:12 NIV
Yet to all who did receive him, to those who believed in his name, he gave the right to
become children of God—
 John 1:12 MSG
The Life-Light was the real thing: Every person entering Life he brings into Light. He
was in the world, the world was there through him, and yet the world didn’t even
notice. He came to his own people, but they didn’t want him. But whoever did want
him, who believed he was who he claimed and would do what he said, He made to be
their true selves, their child-of-God selves.
 1 John 3:1 MSG
What marvelous love the Father has extended to us! Just look at it —we’re called
children of God!
 Isaiah 44:5 NIV
Some will say, “I belong to the Lord’; others will call themselves by the name of Jacob;
still others will write on their hand, ‘The Lord’s’ and will take the name of Israel.
 Wr i te d o w n t h e a n s w e r to t h i s q u e s t i o n a n d ex p l a i n w hy :
 As you are feeling right now, today, do you believe God intimately knows you and
above all else you’re most important title is “CHILD OF GOD”, loved deeply by Him?
GOD IS LOVE
 1 John 4:7-10 (MSG)
 7-10 My beloved friends, let us continue to love each other since
love comes from God. Everyone who loves is born of God and
experiences a relationship with God. The person who refuses to
love doesn't know the first thing about God, because God is
love—so you can't know him if you don't love. This is how God
showed his love for us: God sent his only Son into the world so
we might live through him. This is the kind of love we are talking
about—not that we once upon a time loved God, but that he loved
us and sent his Son as a sacrifice to clear away our sins and the
damage they've done to our relationship with God.
 When we see our identity in Christ as a child of God and believe
it, we start to see that others are also children of God. We were
made by the same hands - out of the same dirt. We are all loved
by Him.
CALENDAR
 Regional Admin Calendar
 Regional Calendar
 eRegion
WHO IS CONCUR?
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Over 15,000 organizations in over 100 countries
Used by 60% of Fortune 500 companies
Over 18 million users worldwide
Website viewable in 17 languages (and growing)
Over 400 Non-Profits (World Concern, Compassion, Cru,
Navigators, etc.)
ADDING A USER TO CONCUR
 Concur User Request Form
 Before you send in this form:
 Is their CBC and F&C complete?
 Have they completed their Financial Principles Training?
 Approver Hierarchy
HOW CONCUR WORKS
 Monthly expense reports are submitted by the user (or
delegate)
 User (or delegate) submits on the 10 th of each month for all
transactions from the previous month.
 Submitted report is verified by system and back of fice.
 Flagged reports require a review by the Approver.
 Then, the user is reimbursed and expenses are recorded on
the R&E.
TIPS AND TRICKS
 Edit multiple transactions at once
 Search for attendees (vs. adding)
 All staff and volunteers are pre-loaded for you
 Invoice: Search by “contains” vs. “begins with”
 This allows the user to more easily find the vendor they are trying to
pay
 Build Expense throughout the month
 Import PCard transactions regularly
 Attach receipts routinely
 Set aside time each week
 Use the Concur Mobile App
MOBILE APP & CODES
 Concur Mobile App
 Codes
FAQS, FUEL/MILEAGE AND MILEAGE
REIMBURSEMENT
 Concur FAQs
 Fuel/Mileage charges
 Personal Vehicle Business Mileage Record
REIMBURSEMENTS AND NON-FREQUENT
CONCUR ITEMS
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Volunteer Reimbursement
Cash Advance
Recurring Payments**
Wire Requests, etc.
WHAT TO LOOK FOR
 Stewardship
 Are the purchases appropriate ministry expenses ?
 Warning flags
 These are intended to highlight potentially risky transactions
 Duplicate transactions
 Out-of-pocket specifically
 Receipts
 Legible? Does it match? Is it a detailed receipt?
 Personal purchases
PCARD MOVING EXPENSES
 Use Your P Card When Moving
We have exciting news related to changes in the moving
procedures that will streamline the process and keep staff from
incurring out-of-pocket moving expenses up front! Staff will now
be able to use their P Cards to pay for moves, eliminating the
need for reimbursements. Also, the moving authorization form
will no longer be needed for self -moves, removing the additional
Service Center authorization in most scenarios. This new process
eliminates an extra step in the approval process and prevents
staff from having to wait on the reimbursement process. The new
Moving Page on Staff Resources has all this information and
more, along with links to the new Moving Policy and forms.
 http://staff.younglife.org/Mission -Ser vices/HumanResources/Pages/Moving.aspx
WHY WE GIVE
How we treat kids  How we treat staf f
 Mission love language
 Modeling Jesus’ life- He gives us gifts
 Tangible and intangible
 Extravagant love
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Surprising
Whimsical
Shared memories- rich experience
Building community
WHAT IS THE GIFT POLICY?
 Give staf f and approvers specific guidance
 Improve parity of gift giving throughout the Mission
 Compliance
 External: IRS
 Internal: Spirit vs. Letter of the Law
WHAT IS THE GIFT POLICY?
CONTINUED…
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Low fair market value (under $100/fiscal year)
Given infrequently for special occasions
Cannot be cash, gift cards, or gift certificates
Supervisor to staf f (or immediate family)
Budget approved – “Gifts and Awards”
Gifts vs. ministry tools
EXCLUSIONS TO THE $100 ANNUAL LIMIT
Service awards
Retirement gifts
Promotional items
Ministry tools that are not given as special occasion gifts (i.e.
for birthday, anniversary, etc.)
 Honoraria
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POLICY EXCEPTIONS
 Above $100/fiscal year, TOTAL is taxable to receipt
 Not just excess over $100
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Written approval from SVP, CFO, or COO
Notification from CFO
Notification from Payroll Dept
Denny and MFT have stacked hands on this policy
QUESTIONS TO ASK WITH A PURCHASE
If you can answer “yes” to these questions you are in great
shape.
 Does the purchase have a direct impact on ministry?
 Are kids, donors, volunteers or other staf f present?
 Does your team building include an agenda for training,
meeting time or planning?
 Would you be comfortable personally asking a donor to give
for this specific purchase?
 Can your Approver understand the ministry purchase based on
the information provided?
 If you accidentally used your PCard for a personal purchase,
did you mark it as “personal” in Concur?
CASH FLOW
 Cash Flow Instructions
 Online Training
 Update Monthly
WA267
CASH FLOW
 When you should look at cash flow:
 Weekly and update as needed.
 At the close of the month
 What information is important:
 Estimated Cash Months & Ending Cash Balance
 Revenue and Expenses Actuals last 2 months and Actual and Projected
for the next 2-3 months.
 Communication to your Area Director:
 After you’ve updated the month’s Projected, take the cash flow to your
AD and have a conversation about where you’re at currently (ending cash
balance and estimated cash months) and where you’re going the next
couple months. Talk about what you might need to do, prepare, gift asks
you might need to do in order to stay 2.0+ months ahead.
 What you can provide to your AD:
 “View Reports” button
 “Export Grid to Excel” button
 Updated Cash Flow at every meeting
CASH FLOW
CASH FLOW
CASH FLOW BUDGET
CASH FLOW BUDGET
CASH FLOW BUDGET
CASH FLOW BUDGET
CASH FLOW BUDGET
CASH FLOW BUDGET
CASH FLOW BUDGET
CASH FLOW BUDGET
CASH FLOW BUDGET
GIVING, DONOR REPORTS & PPL
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Giving Reports
Process and track donations
PPL
Lapsed Donor Report
PPL AND MAPPING GIFTS
 Do you have a PPL for this year?
 Under Management Tab, click “Add New PPL” (At the beginning of a
fiscal year, you’ll start a new PPL)
 How to read your PPL:
 Before you map your selected gifts, you’ll notice the month’s
you have not mapped, are not on the PPL’s first tab. Mapping
your gifts then adds to your PPL.
 After you map, you’ll be able to see how often a donor is
giving and if they might have missed a month. This same
information is given on your Giving Report, but this just allows
you to make notes and see your giving in another view.
 How to map your gifts:
GIVING
PPL
PPL
PPL
CAMPERSHIP LEGACY FUND
PROCESS and HOW TO
1. Type Campership Legacy Fund into Search Bar
2. Click “CLF Application”
3. Click “View All Applications”
AREA COMMUNICATION
 mSites
 Blog
 Tumblr
 Wordpress like eRegion.biz
 WordPress as a software is free for you to download and use. However, to use
WordPress on the web, you will need WordPress Hosting. You can use
WordPress.com to create a free blog, but be aware that there are some differences
– WordPress vs. WordPress.com [infographic]. The cost of using WordPress is
relatively minimal and hold true for running any other type of website as well. The
only real cost is web hosting and domain. WPBeginner users can get a domain
name and web hosting for as low as $3.95/month from BlueHost.
 eNewsletter
 eRegion is sent through an application called: MailPoet
 Free application
 Mailchimp
 If you have fewer than 2,000 subscribers, you can send up to 12,000 emails per
month absolutely free. No expiring trial, contract, or credit card required.
 Emma eNewsletter
 $50 for field ministry – This one-time cost covers setting up an account for your
mission unit (area, region or division), a generic missionwide stationery, the latest
e Relationships stationery and the personalization of one Young Life -designed
stationery. Personalization includes your area, region or division's name, address
and mSite URL.
BEST PRACTICES/ROUND THE TABLE
 How do you work well when you’re an admin for multiple
Areas and multiple Committees, Area Staf f, etc?
 How do you do your job well when your Area Director lives in a
distant Young Life Area?
 What advice would you give a new admin?
 What is the best way to get contact information synced in all
programs so you’re not reentering data?
 How do you not get overwhelmed by the Young Life system?
 How could an Area meet the admin’s needs?
 How could the Region meet the admin’s needs?
 What are some of the best fundraising ideas for camping?
QUESTIONS?
PRAYERS
{names have been changed.}
Michael is the child of teen parents. His parents were 16 when he was born. They have remained
together, are married, and have 3 other kids. It is quite an amazing story. They live in an apartment
complex with a large Latino / Hispanic population and many families with similar stories. Michael we
know mainly through his younger brother Frank (just a year younger) who is on the wrestling team and
went to WFR Creekside last year. Frank has rallied his friends for camp and club and is now inviting his
older brother Jonathan to come to camp. Michael just met our Young Life leaders and is starting to get
involved for the first time. His parents attend church regularly but the boys, up to this point, have
elected not to go themselves. They are supportive of the boys going to camp but are restricted by
financial means.
Maria is a first year club kid who was really reluctant to come because she is not, in her words,
"religious." Upon coming to her first club, she realized she was made for this. She has not missed a
club this year, and immediately when hearing about camp exclaimed that she "has to go!" Maria's
enthusiasm ran dry when she talked to her mom about camp (single mom) and her mom told her there
was absolutely no way they could afford it so camp was out of the question. It took a few weeks for
Maria to admit to me that money was the reason she could not go to camp, and I spent quite a bit of
time telling Maria and then calling mom and explaining to mom that I would work with her to make it
possible for her to go. The family is strapped on finances and often does not have enough money for
meals, so there will not be a financial contribution from her family toward camp, but Maria has been
working at various fundraisers and is open to doing yard work and such to earn her way. Maria is not a
believer but is very open to the gospel now. I think a week at camp will truly transform her life and this
scholarship would be a huge help in making it possible for her to be there !
Lisa is a teen mom who is trying hard to get her feet under her. She and her son were living with her
mom (who is on disability) and an abusive step dad and younger brother. She was able to move into her
own apartment with a friend but that ended badly and she is back with her mom. The step dad is in jail
for domestic violence. She works part time at Burger King and helps pay rent for her mom. She has a
dream of going to college so she can get a better job. Right now that dream seems far away. She
struggles with feeling like she is smart enough. Each night at the end of club, she comments on how
much fun she has and how she needs to try to be a different person. Our hope is at camp she will be
away from the craziness of home and be able to see clearly the beloved daughter that she is.
THANK YOU!