December 1, 201510:00 am to 2:00

pmLunch at 12:00

WESTERN WASHINGTON

YOUNG LIFE FALL ADMIN TRAINING

Wifi: Young Lifepassword: made4this

VIDEO/DEVOTIONAL

https://vimeo.com/100941936

Where do you seek Wonder in your day to day life?What spoke to you in this fi lm?How do we become lost in beauty?

“Become born again and capture that moment when we fi rst opened our eyes…

Miracle of humanity… Man on 2 legs is more breathtaking than any art… A grandfather who wakes us every morning… Imagination to see what is truly there… Finding in smallness, grand wonder”

Christmas Season: To remember the smallness of how Jesus came, but how

that became the most grand of wonders.

Are there any Christmas traditions in life that help you remember this?

Regional Admin CalendarRegional CalendareRegion

CALENDAR

Offi ce Administrator I Job DescriptionTimesheet & Instructions

OFFICE ADMINISTRATOR

How do you work well when you’re an admin for multiple Areas and multiple Committees, Area Staff , etc?

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?

BEST PRACTICES/ROUND THE TABLE

What is something great and something diffi cult about working Young Life outside of camping season?

Holiday Season Updates Newsletters Cards Gifts

Anything you can to do make life easier in your job? Schedule when you’ll work Turn your phone off Auto-pays for bills

Best ways to communicate with your supervisor

IN THIS SEASON

How do you keep your people informed? Emails Maintain mSite and Facebook (Summer Dates, upcoming events, etc)

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 diff erences – 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 fi eld 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.

AREA COMMUNICATION

Coordinating Area Meetings (Staff , Leadership, or Committee)

Eff ective ways to run camp administrationFun ideas for Banquet/Golf Marathon/Auction

Event Planning 101What are some fun ideas for fundraising camp costsFollow-up: What is the best way to follow up with

donors, attendees after an event, or staff after a meeting?

EVENT ADMINISTRATION

Quick Tip: If you have Explorer 11 and aren’t able to access some YL Applications, try this: F12 Emulation User Agent String Internet Explorer 10

YL APPLICATIONS AND EXPLORER

New Volunteer Leader Paperwork Volunteer ManagerStaff /Volunteer RosterDriver Questionnaire

Best way to request and collect this information? During Club Before/After Leader Meetings

NEW VOLUNTEER LEADERS

VOLUNTEER MATRIX

Volunteer Matrix

Add new volunteers or staff candidates to the Staff & Volunteer Roster through Volunteer ManagerQuestions & How-to’sCheck Staff & Volunteer Roster for red

SCREENINGS

PARs to Regional Offi ce by 10th of the month change needs to take place. Action date = 12/1/2015. PARs to Emma by 12/10/2015

Is a staff in your Area transitioning off staff , going on maternity leave, personal leave, etc.? Email Emma the details and she’ll submit a PAR to complete this action.

PERSONAL ACTION REQUESTS (PAR)

PARs to Regional Offi ce by 10th of the month person is to be added to payroll.

AF52 New Hire process (reviewed by Area/Supervisors) PAR Information Sheet (submitted by direct supervisor) What is in a New Hire Packet?

Young Life Application IRD Form

Note, no salary should be discussed with applicant until IRD has been completed

Direct Deposit Form Screening Confirmation (CBC and F&C) I-9 (actual signature and page 2 filled out by direct supervisor) Social Security Card (required by Young Life) W4 (actual signature)

NEW HIRES

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

ADDING A USER TO CONCUR

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 offi ce.

Flagged reports require a review by the Approver. Then, the user is reimbursed and expenses are

recorded on the R&E.

HOW CONCUR WORKS

Edit multiple transactions at onceSearch 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

TIPS AND TRICKS

Concur Mobile AppCodes

MOBILE APP & CODES

Concur FAQs Fuel/Mileage charges Personal Vehicle Business Mileage Record

FAQS, FUEL/MILEAGE AND MILEAGE REIMBURSEMENT

Volunteer ReimbursementCash AdvanceRecurring Payments**Wire Requests, etc.

REIMBURSEMENTS AND NON-FREQUENT CONCUR ITEMS

Give staff and approvers specific guidance Improve parity of gift giving throughout the MissionCompliance

External: IRS Internal: Spirit vs. Letter of the Law

WHAT IS THE GIFT POLICY?

Low fair market value (under $100/fiscal year)Given infrequently for special occasionsCannot be cash, gift cards, or gift certificatesSupervisor to staff (or immediate family)Budget approved – “Gifts and Awards”Gifts vs. ministry tools

WHAT IS THE GIFT POLICY?CONTINUED…

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 staff 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?

QUESTIONS TO ASK WITH A PURCHASE

Cash Flow InstructionsOnline TrainingUpdate Monthly

CASH FLOW

WA267

When you should look at cash fl ow: 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

Giving ReportsProcess and track donationsPPLLapsed Donor Report

GIVING, DONOR REPORTS & PPL

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 fi rst 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:

PPL AND MAPPING GIFTS

GIVING

Send checks to: Young LifePO Box 70065Prescott, AZ 86304-7065

Order these forms at http://resourcesandsupplies.younglife.org/

PPL

PPL

PPL

December 1: Camping Contracts Due with R1December 1: R1 Due for 9th Grade WFR CanyonDecember 2: IR Due for Discipleship Creekside

or MalibuDecember 5: Committee Chair BrunchDecember 18: R2 Due for Regional Leadership DayDecember 15: YL75 Hotel InformationDecember 15:

YL75 Early Arrival (Buena Vista) Flight DetailsDecember 24-25: Holiday January 5-10 YL75 Celebration Conference January 30: Regional Leadership Day

UPCOMING ACTION ITEMS/DATES

Regional 9 th Grade WFR Canyon Work Crew: 2 week session: August 7-16 Please have them fill out the pdf application and

recommendation Applications and Recommendations due Feb 25

National Work Crew Session Dates Recommendation Application Email from Admin or Area Director with all applicants in priority. Applications and Recommendations due Feb 25

RockRidge Work Crew Please send applicants to their website: http://rockridgecanyon.com/

WORK CREW

What Western Washington Young Life Areas should know about camping at Malibu Have this document on your computer or printed and

review it often! Contacts, Camp Spots, Website, BC Ferries, Health Forms,

Border, and Communication to Families.Use Online Health Forms!www.malibuclub.younglife.org > Summer > Trip

LeadersMake sure that Michelle Clark has your email and the

email addresses of anyone else who is planning your Area’s trip. mclark@malibuclub.younglife.org

CAMPING AT MALIBU CLUB

QUESTIONS?