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47
NORTH GEORGIA CONFERENCEUNITED METHODIST WOMEN District Treasurer 2014
Transcript
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NORTH GEORGIA CONFERENCEUNITED METHODIST WOMEN

District Treasurer

Operations Manual

2014

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UNITED METHODIST WOMEN

District Treasurer Operations Manual

Elaine MathewsNGUMW Conference Treasurer

117 Moudy LaneEatonton, GA 31024706-453-1718 x 5 (w)

706-817-3326 (c)[email protected]

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Table of ContentsTreasurer Responsibilities.................................................................................1

Administrative and Membership Development.........................................................1

Mission Giving..........................................................................................................1

Administrative and Membership Development Funds.......................................3

Sources of Income.....................................................................................................3A&MD Quarterly Check.............................................................................................................3Event Registration Revenue......................................................................................................4Local Revenue...........................................................................................................................4

District Expenses.......................................................................................................4A&MD Expenses........................................................................................................................4A&MD Budget...........................................................................................................................4A&MD Pledge to Mission...........................................................................................................6A&MD Quarterly Report............................................................................................................6District Bank Statement.............................................................................................................9A&MD Yearend Dump...............................................................................................................9

Mission Giving................................................................................................11

Channels of Giving..................................................................................................11Pledge to Mission – Channel One............................................................................................11Candleburning - Pledge to Missions – Channel One................................................................11Baby Certificates – Pledge to Missions – Channel One............................................................11Special Mission Recognition Pin – Channel Two......................................................................11Gift to Mission – Channel Three..............................................................................................12Gifts in Memory – Channel Four..............................................................................................12Memorial Gifts – Channel Four................................................................................................12World Thank Offering – Channel Five......................................................................................12

Designated Giving...................................................................................................13A Call to Prayer and Self Denial Offering.................................................................................13North Georgia Supplemental Giving Emphasis........................................................................13

Quarterly Remittances............................................................................................13

United Methodist Women Special Programs...................................................15

Gift In Memory Cards..............................................................................................15

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Information from the Unit.......................................................................................................15How to Process the Gift In Memory Card Information............................................................15

Gift To Mission Cards..............................................................................................15Information from the Unit.......................................................................................................16How to Process the Gift To Mission Card Information.............................................................16How to order Gift to Mission Cards.........................................................................................16

Special Mission Recognition Pins (SMR)...................................................................17Information from the Unit.......................................................................................................17How to Process the SMR Order Information...........................................................................18

North Georgia UMW Special Programs...........................................................19

Rainbow Woman....................................................................................................19Information from the Unit.......................................................................................................19How to Process the Rainbow Woman Information.................................................................20

Candleburning........................................................................................................20Information from the Unit.......................................................................................................20How to Process the Candleburning Information.....................................................................21

Baby Certificates.....................................................................................................22Information from the Unit.......................................................................................................22How to Process the Baby Certificate Information....................................................................22

Memorials..............................................................................................................23Information from the Unit.......................................................................................................23How to Process the Memorial Information.............................................................................23

Award Program.......................................................................................................245 Star Plus Award....................................................................................................................245 Star Award............................................................................................................................245 Minute Award.......................................................................................................................24

Communication Responsibilities......................................................................25

Executive Team Member Responsibilities................................................................25President.................................................................................................................................25Vice President..........................................................................................................................25Secretary.................................................................................................................................25Treasurer.................................................................................................................................25Mission Coordinators..............................................................................................................25

Treasurer’s Relationship with the Education and Interpretation Coordinator..........26

Treasurer’s Relationship with the Local Unit Treasurer............................................26

North Georgia UMW Additional Information...................................................27

Retention of Records and Files................................................................................27

2013 North Georgia Conference UMW Calendar & Due Dates.................................28

District Treasurers 2013..........................................................................................29

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Treasurer Responsibilities his chapter will help you understand the two fold responsibilities of the district treasurer’s position; Maintaining the Administrative and Membership

Development funds of the District and collecting and timely distributing the Mission Giving collected within the district.

TAdministrative and Membership DevelopmentThe Administrative and Membership Development (A&MD) are funds that each district is given to operate, train, recruit, update and educate their district on United Methodist Women. Funds are based on the Channel One Pledge to Mission and cannot exceed 10% of actual mission money submitted through Channel One Giving. With these funds you will:

Record all incomes and expenditures Keep an accurate budget Get proper approvals for all transactions Submit quarterly A&MD spending statements to the

Conference Treasurer Have an annual audit of the bookkeeping records

Mission GivingMission giving is the money that each local chapter of United Methodist Women give to mission. It is sent to the District Treasurer on remittance forms and includes the five channels of giving, Pledge to missions including Candleburning and Baby Certificates, Special Mission Recognition Pins, Gift to Missions, Gift in Memory, and the World Thank offering, plus designated giving to A Call to Prayer and Self Denial, giving to Mission Intuitions, and special emphasis designated by the North Georgia Conference United Methodist Women.

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Record all mission income Record all unit information for awards recognition Timely process all orders (Cards, SMR pins, Rainbow

Woman, & Memorials) Timely process mission income and submit quarterly Mission

remittance forms

Administrative and Membership Development Funds his chapter will help you understand how to maintain the recordkeeping for the Administrative and Membership Development District including the reports that are needed.T

Sources of IncomeA&MD Quarterly CheckThe Administrative and Membership Development (A&MD) are funds that each district is given to operate, train, recruit, update and educate their district on United Methodist Women. Funds are based on the Channel One Pledge to Missions and cannot exceed 10% of actual mission money submitted through Channel One Giving.

First Quarter: Funds will be 33% of your Channel One pledge and distributed by January 15th.

Second Quarter: Funds will be 33% of your Channel One pledge and distributed by April 15th.

Third Quarter: Funds will be based on Actual Channel One Giving of 4th quarter of the prior year and 1st and 2nd quarters of the current year. Using these three quarters, the actual allowed A&MD funds will be calculated (10% of Channel ONE giving). Funds already distributed in January and

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March will be subtracted from the total to see if any additional funds are due to the district. If additional A&MD funds are due, they will be distributed by August 15th.

Fourth Quarter: Funds will be based on Actual Channel One Giving of 4th quarter of the prior year and 1st, 2nd and 3rd

quarters of the current year. Using these four quarters, the actual allowed A&MD funds will be calculated (10% of Channel ONE giving). Funds already distributed in January, March, and August will be subtracted from the total to see if any additional funds are due to the district. If additional A&MD funds are due, they will be distributed by September 15th.

Note: Prior quarter A&MD spending statement must be received by the conference Treasurer to release funds.

Event Registration RevenueTo reduce the cost of an event, each district may charge a fee for any event to help defray the cost of the event. This amount can be shown as an A&MD income.

Local RevenueThe only money generated in or by the district organizations come from offerings at district meetings or other events. District events are official gatherings of United Methodist Women and should be planned so that all aspects are in keeping with the PURPOSE and policies of the organization, including the offering recipient. Offerings at all district annual meetings, Schools of Christian Missions, retreats, and events should be decided in advance by the planning committee for the event and approved by the Executive Committee. The offering should be directed toward programs for which United Methodist Women has responsibility. These include:

Mission Giving gifts for missions that will help the district make or exceed its pledge to missions or gifts through any of the other four channels of Mission Giving

Theme-related Mission Giving

Mission Giving Plus for a particular mission program

Mission Giving for the Women’s Division Special Emphasis

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Note: This section is from the United Methodist Women’s Handbook, updated September 2009 page 58 – appropriate Use of Offerings

District ExpensesA&MD ExpensesEach district will have Administrative and Membership Development (A&MD) funds to use on the district level. These funds are to be used to develop memberships, educate and update units, and for the administration of these activities. The District Treasurer is responsible for keeping the district checkbooks and administering checks for approved expenses. Each year your district will create a budget based on their A&MD expectation for the year. The budget can be simple or detailed determined by your executive team’s needs. The line items in the budget are the accounts to charge all A&MD expenses to. This will help you keep spending within the budget.

A&MD BudgetEach district will have Administrative and Membership Development (A&MD) funds to use on the district level. The funds are estimated and determined by the prior year’s giving to Channel One. A&MD funds are up to 10% of what is expected in Channel One giving. A budget number is just a budget number and funds may decrease if giving is not what is expected for the year. It is the responsibility of the district treasurer to constantly monitor the budget and decrease expenditures if there is a significant decrease in giving. Distribution of A&MD funds is outlined in Chapter Two, Sources of Income.

To determine the budget, the District treasurer will use the following:

A&MD expense history from prior year(s)

Channel One Mission giving history from prior year.

A sample budget or prior accounts history.

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A&MD Pledge to MissionAs part of the district budget, each district will have to Pledge to Mission. The PLEDGE is what the district expects to receive in the five channels of giving. This number is generally based on prior year(s) giving and then confirmed by unit pledges that are usually collected at the District’s Annual Meeting. The pledge is independent of the A&MD request. The A&MD request is to be no more than 10% of channel one and is NOT 10% of the total pledge.

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A&MD Quarterly ReportEach district will reconcile their Administrative and Membership Development (A&MD) fund expenditures quarterly and report to their executive team and to the Conference Treasurer.

The report will show any A&MD income for the quarter. This is generally just the A&MD check received from the conference. A district may also have income from event registrations.

Event registrations can be handled two ways, it can be shown as an income with 100% of the expense shown for the event in the expense area “or” it can be a “negative” expense for the event, show the net expenses for the event.

Expense will be all checks or debits for A&MD expenses. Neither Mission Deposits nor checks written to send mission

money to the conference will be included on an A&MD report.

The A&MD report is to include the Bank Statement balance and is to be reconciled to the bank statement. Mission Money that is deposited but not yet sent to Conference will be treated the same way as a reconciled check and subtracted in the reconciliation noting it as Unremitted Mission Money.

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The A&MD should be a running report for each quarter. First Quarter’s beginning balance should be the ending balance after the yearend dump, second quarter’s beginning balance should be the ending balance of First Quarter, etc. Fourth quarter should show your ending balance. Districts should not have on hand more than what is needed to start the year. Any extra A&MD funds

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remaining will be submitted with the final A&MD report. The extra funds will be returned in the yearend dump to the United Methodist Woman for missions.

District Bank StatementThe District Treasurer is to reconcile the bank statement each month. A copy of the bank statement is to be sent the District President every month.

A&MD Yearend DumpThe funds used for A&MD expensed come from pledge to Mission money. It is entrusted to the Conference and District teams to use to promote missions within United Methodist Women. Money that is not spent should be returned to the Pledge to Mission fund. It is general practice to review your account at yearend, once all expense are paid out, and determine if there is an abundance of unused funds. Keep just what your district will need to operate ($500) until it receives its first quarter A&MD check. All abundant funds should be sent with your yearend A&MD Quarterly report and marked “Yearend Dump.”

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Mission Giving his chapter will help you understand how to process the mission giving from the local UMW’s and distribute it to the Conference Treasurer.T

Channels of GivingPledge to Mission – Channel OnePledge to Mission is the largest channel of Mission giving and the foundation for the mission work of United Methodist Women. Pledges to Mission come from members of local units. Each unit generally completes a pledge card to turn in at the district annual meeting. They generally send in their pledge quarterly using the Remittance Form.

Once the local deadline has passed for the quarter, you are to total all pledges to mission giving and place on line one of the District Remittance form.

Candleburning - Pledge to Missions – Channel OneThis is the amount that each local UMW giving in Candleburning. They generally send it in quarterly using the Remittance Form. Candleburning can be given in three ways:

Minute Woman. An individual member gives $40 to Candleburning in addition to her personal pledge.

In Honor. An individual member or local UMW gives to Candleburning in addition to their pledge in honor of an individual.

In Memory. An individual member or local UMW gives to Candleburning in addition to their pledge in memory of a deceased individual.

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Baby Certificates – Pledge to Missions – Channel OneThis is the amount that each local UMW gives to Mission in honor of a new birth. They generally send it individually to the district treasurer using the Baby Certificate form.

Special Mission Recognition Pin – Channel TwoSpecial Mission Recognition pins are given to honor those working in mission. An individual, circle or unit may give the pins to honor one whose work in mission is exceptional. There are several pins options, each representing levels of giving for mission. Each pin comes with a certificate bearing the name of the recipient and the donor and is signed by the United Methodist Women deputy general secretary. The pins are in increments of $40, 60, 100, 250, 500, and 1000. These pins will be explained in detail in chapter four.

A unit will order the pin on the SMR Pin form. Once you receive the order, you are to enter the information

on the District Excel SMR order form and EMAIL to the conference treasurer.

Gift to Mission – Channel ThreeA gift to Mission card is sent to an honoree by an individual or local unit as a notification of a gift to mission made in her or his honor. A wide variety of cards are available and appropriate for all occasions, including birthdays, thank yous, and recognition of mission service. These cards will be explained in detail in chapter four.

Units will order cards from the district treasurer. Units can purchase cards at district events.

Gifts in Memory – Channel FourA gift in Memory honors the memory of a loved one. Gift in memory cards represent a gift to mission through United Methodist Women, making additional mission work possible in the United States and around the world. These cards will be explained in detail in chapter four.

Cards are free and each unit can pick up a supply at district events or order on remittance forms.

Once a unit uses a card, they will submit the remittance tear-off from the card to the district treasurer with their remittance.

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Memorial Gifts – Channel FourA memorial gift honors the memory of a loved one with a special card from the North Georgia Conference United Methodist Women. Memorial cards are signed by the conference treasurer and distributed by the district treasurer.

World Thank Offering – Channel FiveWorld Thank Offering gifts are spontaneous additional gifts given out of gratitude for God’s abundance and in celebration of the joys of life. People place these joy offerings in special boxes and join them with the offerings of others during the annual World Thank Offering service. This service of thanksgiving is included each year in the United Methodist Women Program Book.

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Designated GivingIn addition to the gift to missions through the five channels, many units and districts also give to missions designating particular agencies that the un it has personal interest. The agencies may be near them locally or provide a service that is dear to their heart. These gifts are sent to you on the remittance form with their pledge giving. Designated giving is just that, designated. Some units may send in a form with an amount listed in designated/supplemental giving but not designate where the money is to go. If that happens, you will need to either contact the unit to get their intended designation or assume that it is intended for the conferences designation for that quarter and place the funds under that designation. The North Georgia designated giving details are outlined in the next section.

A Call to Prayer and Self Denial OfferingSince 1887, prayer, study and giving have been central to the observance of A Call to Prayer and Self-Denial. In each of three years of a four year cycle, gifts are divided equally between U.S. and overseas missions related to an annual theme and are awarded in grants. These grants are reported annually in Response magazine. Every 4th year funds are used for pensions and health care for retired missionaries and deaconesses for whom the Women's Division is responsible.

North Georgia Supplemental Giving EmphasisEach year, North Georgia Annual Conference United Methodist Women request that each unit give extra designated giving to the five mission institutions that are located in North Georgia. Annually, a supplemental giving form is distributed listing which institution will be emphasized during which quarter. The year 2014 is as follows:

First Quarter New Bethlehem Community Center, Augusta

Second Quarter Murphy Harpst Children Centers, Cedartown

Third Quarter Wesley Community Centers, Atlanta Fourth Quarter Clark Atlanta University & Paine

College, Augusta

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Quarterly RemittancesMission giving is the money that each local chapter of United Methodist Women gives to mission. It is sent to the District Treasurer on remittance forms and includes the five channels of giving, Pledge to missions including Candleburning and Baby Certificates, Special Mission Recognition Pins, Gift to Missions, Gift in Memory, and the World Thank offering, plus designated giving to A Call to Prayer and Self Denial, giving to Mission Intuitions, and special emphasis designated by the North Georgia Conference United Methodist Women. The District Treasurer’s role for mission giving is a “pass-through” for these funds, supply mission orders, and to record unit recognition. You will combine all unit remittance forms and send a consolidated remittance form to the Conference Treasurer as least quarterly. The quarters are set as follows:

First Quarter November 1 – February 28

Second Quarter March 1 – May 31

Third Quarter June 1 – July 31

Fourth Quarter August 1 – October 31

Once a quarter ends, the Consolidated Remittance Form is due the 10th of the following month.

Note: It is recommended that once you receive the unit remittances that will be reported on Fourth Quarter, no remittance deposits should be made in your account to simplify your yearly audit. If you received a remittance, hold the check until January 1. You may wish to call the unit and let them know that you are holding their check.

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United Methodist Women Special Programs his chapter will help you understand the SMR pin process, Gift to Mission Cards, and the Gift in Memory Cards.T

Gift In Memory CardsA gift in Memory honors the memory of a loved one. Gift in memory cards represent a gift to mission through United Methodist Women, making additional mission work possible in the United States and around the world.

Information from the UnitThese cards are distributed freely to the units. They can get them by:

Picking them up at a District Event Ordering them on their Remittance Form Ordering them directly from the Mission Resource

Center.

The units can have them on hand to use as needed. When they use a card, there is a tear off section that the unit or individual completes and turns in to the local treasurer with payment. The local treasurer will send you the tear off and payment with their regular remittance. The money will be in the Channel four giving under, “In Memory” (any amount) section.

How to Process the Gift In Memory Card InformationOnce the district treasurer has the completed form, they will do the following:

Record the giving as Channel four, in memory (any amount) giving of your accounting system.

Note in Channel four section of the remittance form if the unit is requesting new In Memory cards and mail them out promptly.

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Gift To Mission CardsA gift to Mission card is sent to an honoree by an individual or local unit as a notification of a gift to mission made in her or his honor. A wide variety of cards are available and appropriate for all occasions, including birthdays, thank yous, and recognition of mission service.

Information from the UnitThese cards are not distributed to the units until the $5 minimum donation is received. The units can get them by:

Ordering them on their Remittance Form Picking them up at a District Event.

o To promote sales, the district treasurer should set up a card purchasing station every time the district has an event and or book sales.

o Create a trifold stand displaying all the cards and the minimum donation ($5).

o Have the cards present in a tabbed box so the patrons can find the card they need easily.

o Set up an envelope honor system to receive payments so that the booth does not require your presence.

o It is important that you get the unit even at an event so that you can record the sale as Channel three giving, Cards to help the unit qualify for awards.

How to Process the Gift To Mission Card InformationOnce the district treasurer has the completed form, they will do the following:

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Record the giving from the remittance or from sales at an event as Channel three, Cards in your accounting system.

Promptly mail out the cards ordered on the remittance form to the local treasurer.

How to order Gift to Mission CardsYou can order Gift to Mission cards two ways:

Get your Mission Resource Coordinator to order with her next book order.

Order directly from United Methodist Women PO Box 742349 Atlanta, GA 30374-2349 phone: 1-800-305-9857 (not available online)

Special Mission Recognition Pins (SMR)Special Mission Recognition pins are given to honor those working in mission. An individual, circle or unit may give the pins to honor one whose work in mission is exceptional. The pins are in increments of $40, 60, 100, 250, 500, and 1000. A unit will order the pin on the SMR Order form.

Information from the UnitThe district treasurer receives SMR orders in two ways:

SMR orders are received attached to unit remittances SMR orders are part of the Rainbow Package

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The SMR pin order travels through several people, making the order several weeks past due before the order is even placed. SMR pin orders come from a member in a unit, which then turns the order in to her local treasurer. The local treasurer may send the order on to the district treasurer immediately or wait until the next remittance. Once the district treasurer gets the order, she may wait until she has several to place an order with the conference treasurer. Once the conference treasurer has the order, they generally order weekly in busy times or monthly in slow times. The order is then sent on to United Methodist Women who places the order with the Mission Resource Center. It takes the Mission Resource Center about a week to process and ship the order. Any delay will make it seem that this pin is not worth ordering. Encourage your units to place pin orders immediately, not waiting until the next remittance. You may also want to encourage your units to use email and the proper excel SMR Order Form to expedite the order and minimize errors.

How to Process the SMR Order InformationOnce the district treasurer has the completed form, they will do the following:

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Record the SMR funds from the remittance form as Channel two, SMR in your accounting system.

Enter the completed information on the EXCEL SMR Order Form.

Double check spelling and accuracy Highlight any pin amount that is not $40, to ensure the

correct pin is ordered. Save the order form with a unique order number Email the order to the Conference Treasurer. EMAIL is

REQUIRED! Send the order on an email by itself and have SMR ORDER (__ pins) in the subject line. Also place “RUSH” in the subject line if and only if the order is needed promptly.

Once the order is emailed, DO NOT resend it. IF the conference treasurer gets the order twice, she will order it twice. You may want to include a read receipt on the email so that you know if was received.

Once you have placed an SMR order, mark the original order to remind you that is was ordered. Attach a copy of the order to your district order for reference.

You may wait and pay for all your SMR pins in your quarterly remittance.

Why email? Emailing the order from the unit, to the district, to the conference, to the UMW New York office will help save time in processing the order and using the correct excel form will allow each level to “cut & paste” the information to the next level form and minimize errors.

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North Georgia UMW Special Programs his chapter will help you understand the awards and special giving programs designed to increase mission giving.T

Rainbow WomanA Rainbow Woman is an individual that challenges herself to give above their individual pledge and to give to the five channels of giving including Candleburning. Another bonus of becoming a Rainbow Woman is that giving to all the channels will insure that her unit is a Five Star Plus unit.

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Information from the UnitThe rainbow woman will turn in a rainbow form and payment of $65.00 to her local unit treasurer. The local unit treasurer will forward the completed form with the unit’s remittance. If any section is not complete, contact the unit treasurer for additional information.

How to Process the Rainbow Woman InformationOnce the district treasurer has the completed form, they will do the following:

1. Record the money in your mission accounting system. You will not record as Rainbow giving, but as an entry under each channel of giving

a. Line 1 will be recorded as Pledge to Mission Givingb. Line 1C will be recorded as Candleburningc. Line 2 will be recorded as a SMR pin purchased. Line 3 will be recorded as a Gift to Missione. Line 4 will be recorded as a Gift in Memoryf. Line 5 will be recorded as World Thank offering

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2. Record the Candleburning on the Award Reporting From -Candleburning tab.

3. Order the SMR Pin using the excel SMR Order Form and EMAIL to your conference treasurer. The SMR order will note where the pin is to be mailed, if you are adding it to the Rainbow packet, have it mailed to yourself. If you are sending the Rainbow Packet immediately, have the pin mailed directly to the Rainbow Woman.

4. Create your Rainbow Packet to mail to the Rainbow Woman Rainbow Woman Thank You card Candleburning Acknowledgement card The chosen Gift to Mission Card Gift in Memory Card Rainbow Pin (Check with your district team, some

districts save the pin to give out at their annual meeting)

5. Mail the Rainbow packet to the Rainbow Woman6. Record the Rainbow Woman on the Award Reporting From -

Rainbow Woman tab.

CandleburningCandleburning is giving to missions above your pledge. It can be done in three ways: In Honor of someone, In Memory of Someone, or as a Minute Woman which is a personal step above your pledge to mission giving. Any individual that gives a total of $40 or more to one of these categories is a Minute Woman and will receive a certificate and pin of recognition.

Information from the UnitThe individual giving to candleburning will turn in a rainbow form and payment matching their choices to her local unit treasurer. The local unit treasurer will forward the completed form with the unit’s remittance. If any section is not complete, contact the unit treasurer for additional information.

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How to Process the Candleburning InformationOnce the district treasurer has the completed form, they will do the following:

1. Record the money in your mission accounting system as candleburning. This year minute women and candleburning will not be recorded separately in the financial records because some funds will overlap and make it difficult to reconcile.

2. Complete an In Honor or In Memory Candleburning certificate for each person honored or memorialized.

3. Mail the certificates to the person that gave the candleburning on the form for distribution. If an address is not listed, mail them to the unit treasurer for distribution.

4. Record the Candleburning information on the Award Reporting From -Candleburning tab. When recording, always indicate the unit which will be needed later to determine five minute units.

5. If the total for candleburning for one individual is $40 or more, record that person on the Award Reporting Form –

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Minute Women tab, even if they did not indicate their giving under minute woman.

Baby CertificatesAny unit or individual can honor a new birth in their church, family or friends with a gift to mission. For just $8.00 they can honor a little new one. With each $8.00 gift to missions, they receive a certificate and ribbon to honor the new birth.

Information from the UnitThe individual requesting the baby certificate will turn in a baby certificate form and payment matching their choices to her local unit treasurer. The local unit treasurer will forward the completed form with the unit’s remittance. If any section is not complete, contact the unit treasurer for additional information.

How to Process the Baby Certificate InformationOnce the district treasurer has the completed form, they will do the following:

1. Record the money in your mission accounting system as baby certificates. This year the baby certificates are part of pledge to mission under channel one giving.

2. Complete the baby certificate by signing the bottom and enter the child’s name if you have it. Some units may wish

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to enter the names at the local level.3. If your district keeps up with the babies honored for district

programs, record that information on the appropriate local form.

4. Mail the certificates to the person that the certificate is given by listed at the top of the form. If an address is not listed, mail them to the unit treasurer for distribution.

MemorialsAny unit or individual can memorialize an individual deceased in their church, family or friends with a gift to mission. For just $50.00 they can have a memorial card sent to the family from the North Georgia Conference United Methodist Women acknowledging the gift. The memorialized person’s name is printed in the North Georgia Conference United Methodist Women Annual Directory.

Information from the UnitThe individual requesting the memorial card will turn in a memorial form and payment matching their choices to her local unit treasurer. The local unit treasurer will forward the completed form with the unit’s remittance. If any section is not complete, contact the unit treasurer for additional information.

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How to Process the Memorial InformationOnce the district treasurer has the completed form, they will do the following:

1. Record the money in your mission accounting system as Memorials. This money is separate from “In Memory” giving and should be recorded separately.

2. Complete the Memorial Card by completing the in memory of and the given by sections then signing the bottom of the card. Take time and use your best handwriting to complete the card.

3. Record the Memorial information on the Award Reporting Form -Memorial tab.

4. Mail the card to the person indicated on the form. Note that sometimes you are sending the card directly to the family and sometimes to the unit.

If the card is going directly to the family, write their address on the envelope. This is done when the extra blank envelope section is marked “NO”

If the card is going to the giver or unit, place a blank envelope inside of the card for them to use to forward

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the card to the family. This is done when the extra blank envelope section is marked “YES”

Award ProgramThe North Georgia Conference United Methodist Women had developed a program to encourage increased giving to all five channels. The award year runs from August 1st to July 31st of each year.

5 Star Plus AwardThis is an award for any unit that gives to ALL five channels of giving PLUS gives to candleburning.

5 Star AwardThis is an award for any unit that gives to ALL five channels of giving.

5 Minute AwardThis is an award for any unit that gives at least the value of five minutes in candleburning.

Communication Responsibilities his chapter will help you understand your role in keeping the individual units updated with the latest information. T

Note: This section is from the United Methodist Women’s Handbook 2009-2012 Districts Chapter III. . Responsibilities of Elected Leaders pp. 21-23.

Executive Team Member Responsibilities

PresidentThe President maintains a liaison with the district organization of the United Methodist Church and encourages the district superintendent to participate on the Executive Committee. She

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acquaints the mission team with the work of United Methodist Women in all churches and other locations in the district.

Vice PresidentThe Vice President organizes the Committee on Program to include the many needs of the district and to fulfill the PURPOSE of United Methodist Women in all district events. The vice president maintains and encourages ecumenical relationships.

SecretaryThe secretary is a record maker and a record keeper. The secretary is the custodian of all records and official papers. With the Executive Committee, she plans for long-term record storage so that the history of United Methodist Women will not be lost.

TreasurerThe district treasurer is responsible for handling all the funds and keeping the books of the district, and she interprets (with the mission coordinator for education and interpretation) where the money of the organization of United Methodist Women goes.

Mission CoordinatorsThe four mission coordinators work as a team to address the areas of mission emphasis of United Methodist Women: Spiritual Growth, Social Action, Education and Interpretation, and Membership Nurture and Outreach.

Treasurer’s Relationship with the Education and Interpretation CoordinatorThe Mission coordinator for education and interpretation is the chief financial storyteller for United Methodist Women, and helps women understand, interpret and participate in the Mission Giving and outreach of the church. Specifically, the mission coordinator promotes and interprets the need for Mission Giving to undergird the program of United Methodist Women. The treasurer and the Education and Interpretation Coordinator should work closely together so that the financial picture is told and current needs and information is shared with the local units.

Treasurer’s Relationship with the Local Unit Treasurer The District Treasurer will need to keep regular contact with the unit treasurers. This contact should include but is not limited to:

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Hold an annual training and update for the unit treasurers in your district.

Send an annual packet to each unit treasurer with the newest and updated forms with instructions to use with remittances. (If you do not have the contact information for a unit treasurer, send it to the unit president of the local church address)

o District Treasurer’s contact information

o Remittance forms

o Order forms

o Supplemental Giving Information

o Sacrificial Giving Information

o List of dates to remember and remittance due dates

o Any other information appropriate

Send each unit a quarterly receipt of their giving indicating where they stand on receiving the 5Star, 5 Star Plus, and 5 minute unit awards.

North Georgia UMW Additional Information his chapter will help you keep dates, records and requirements at your fingertips for easy reference. T

Retention of Records and FilesThe following are from the office of the Treasurer of United Methodist Women on the length of time to keep records or files. A quadrennium is four years. The prior quadrennium was 2009-2012; the present quadrennium is 2013-2016.Ledgers The ledgers for the prior quadrennium

years and the present quadrennium years should be maintained.

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Cancelled checks andBank statements

As long as they have legal value according to the Statute of Limitations within your state.

Receipts and invoices

Prior quadrennium plus present quadrennium.

Copies of remittance

Prior quadrennium plus present quadrennium.

Audit reports Maintain a complete file so that an historical record is available at all times.

Deeds, insurance papers

As long as the documents are in effect. Some deeds may be of historic interest to the conference organization of United Methodist Women or to the Annual Conference.

Will excerpts Maintain a complete permanent file

Letters, memos fromWomen’s Division

Prior quadrennium plus present quadrennium.Discard any which contain out-of-date information, as determined on the basis of current information.

Minutes of Conference Committee on Finance

Prior quadrennium plus present quadrennium.(Actions which required Conference or Executive Committee approval should be kept in the permanent files of the conference.)

Interpretive materials

As long as such is useful and current.

2014 North Georgia Conference UMW Calendar & Due DatesColor Code Legend: Green = Events Black = Important RemindersRed = Meetings Orange = Report Due Dates

Committee Finance Simpsonwood CenterFebruary 2, 2013Bank Statement Due to District President February 15, 2014

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Social Action Marc1st Quarter Due March 10, 2014 (Nov 1 – Feb 28)Bank Statement Due to District President March 15, 2014A&MD Report Due April 10, 2014 (Jan1-March 31)Bank Statement Due to District President April 15, 2014Assembly 2014 April 25-27, 20142013 Audit Due April 30, 2014Standing Rules Due April 30, 2014Bank Statement Due to District President May 15, 2014Spiritual Growth Retreat Simpsonwood May 3-4, 2013District Budget Due May 31, 20142nd Quarter Due June 10, 2014 (Mar 1– May 31)Bank Statement Due to District President June 15, 2014North Georgia UMC Annual Conference June 10-13, 2014UMW Breakfast at Conference June 12, 2014A&MD Report Due July 10, 2014 (Apr 1-June 30)Bank Statement Due to District President July 15, 2014Mission U Education Event July 17-19, 2014ANNUAL REPORTS Due August 10, 2014

For Minute Women, Candleburning, Rainbow Women, Five-Star, Five-Star Plus Awards, and Memorials you must have all your information in by August 10th, THAT year runs August 1 through July 31st.

3rd Quarter Due August 10, 2014 (June 1– July 31)Bank Statement Due to District President August 15, 2014Bank Statement Due to District President September 15, 2014Annual Meeting Douglas First UMC Oct 5, 2014A&MD Report Due Oct 10, 2014 (July 1-Sept 30)Bank Statement Due to District President October 15, 2014Officer Update/Leadership Training Nov 1, 2014Bank Statement Due to District President November 15, 20144th Quarter Due Nov 10, 2014 (Aug 1 – Oct 31)Yearbook Memorial Due Nov 10, 2014 (Nov 1 – Oct 31)Bank Statement Due to District President December 15, 2014A&MD Report Due December 15, 2014 (Oct1-Dec 31)Year-end Dump: December 15, 2014Bank Statement Due to District President January 15, 2015

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District Treasurers 2014

ATHENS ELBERTONKae Brown1908 Orchard CircleBogart, GA 30622706-296-3483 [email protected]

ATLANTA COLLEGE PARKBetty J. Cornelius3433 Revere Rd SWH 404-344-4858Atlanta, GA [email protected]

ATLANTA DECATUR OXFORDJo Robinson143 Pinecrest AvenueDecatur, GA 30030H 404-370-1949 C [email protected]

ATLANTA EMORYLinda Parrett409 Creekview DriveStone Mountain, GA 30083H [email protected]

ATLANTA MARIETTANadine Lacy1940 Pitner RoadAcworth, Ga. [email protected]

ATLANTA ROSWELLMary Alice Guitrau110 Aven CourtMilton, GA 30004-7451H 770-772-0619 C [email protected]

AUGUSTANancy Gallagher3744 Winchester TrailMartinez, GA 30907C 706 829 0859 H [email protected]

GAINESVILLELisa Short135 Glover RoadCleveland, GA 30528 C 709-969-8906 [email protected]

GRIFFINJean Bouts341 Mountain Brook CourtMcDonough, GA 30252770-957-6645 [email protected]

LAGRANGEAnita PygattP O Box 4055LaGrange, GA 30241H 706-884-0900 C [email protected]

NORTHWEST________________________________________________________________________________________________________________________________

ROMEL. Susan Stroup743 East Point RoadCedartown, GA 30125-6135C [email protected]

CONFERENCEElaine Mathews117 Moudy LaneEatonton, GA 31024C 706-817-3326 H 706-991-5086W 706-453-1718 x [email protected]

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