District Treasurer s Guide

Transcription

1 GREAT COMMISSION WOMEN District Treasurer s Guide Compiled by Cathy Jacks, GCW National Treasurer May of 2017 Cathy Jacks, Treasurer Great Commission Women National Executive Team Main Street Millbury, OH {419} * cathy@greatcommissionwomen.org

2 GREAT COMMISSION WOMEN District Treasurer s Guide WELCOME - DO NOT PANIC WE GOT YOUR BACK! A Note from the GCW National Treasurer Page 3 HERE S SOME STUFF THAT YOU NEED TO KNOW... Checks - What In The World Do I Do With Checks? Pages 4-5 Where do I send them? Who do I make them payable to? Where should local GCW groups or individuals send their checks? Are there any deadlines? Are there any forms I can use? General GCW Financial Policies Page 6 What is the process to send monies for your District Guesthouse Page 7 What is the National Ministry Fund? Page 8 What is the National Project? Pages 9-10 What is the Outfit Fund? Page 11 What is the Readiness Management Fund? Page 12 What is The Treasurer s Treasurer Chest? Page 13 ODDS & ENDS... Does Great Commission Women have an official website? Pages 14 What does that mean? (Great Commission Women s Glossary) Pages 15 Forms Pages GCW Check Submission Form to the C&MA National Office (optional to use) MORE National Project Payment Submission Slip Notes Pages P age

3 Do Not Panic We Got Your Back! Thank you for being willing and available to serve the Lord and the Great Commission Women on your District. You will not be left out on an island to figure things out for yourself high and dry! We got your back! J ust as you are there to serve the Great Commission Women on your District, we are here to serve you and assist in any way possible. Should you have any questions that are not addressed in this District Treasurer s Guide, please do not hesitate to contact me. If I do not know the answer to your question or need to do more research, I will certainly find the answer and get back to you. Please do not feel that a question, comment or concern is too small or silly to ask because there is likely someone else out there that has the same thing going on in their head. The Lord has called you for such a time as this and we want to do everything possible to ensure that you are equipped to that which He has called you. I love this quote and have found it to be so true in my life - God does not call the equipped, He equips the called. So...take a deep breath and relax because God also has your back! Please feel free to offer up creative ideas that work on your district as well as those that did not work and the reason why. The goal is to connect District Treasurers with each other to support and learn from one another. You are the ones out there on the front line and can assist the National Team greatly with your insight learning from each other. Again, welcome to the Leadership Team on your District and I look forward to working with you. Cathy Cathy Jacks, GCW Treasurer GCW National Executive Team 3 P age

4 WHAT IN THE WORLD DO I DO WITH CHECKS? 1. Mail ALL checks directly to the C&MA National Office. By doing this, you will: Cut out the middle person (NET Treasurer) and save a step which helps with the delay. Less chance for checks to be lost or damaged in the mail. 2. Make ALL checks payable to The Christian & Missionary Alliance. The National Office will endorse and deposit checks directly, applying them to the Great Commission Women s account earmarking them accordingly to request. (National Project, National Ministry Fund, NLT Registration, etc...) The C&MA Address: The Christian & Missionary Alliance ATTN: Donor Services 8595 Explorer Drive Colorado Springs, CO GCW Check Submission Form has been created to hopefully make your job easier (yes, I like easy). Complete the GCW Submission Form, attach your check to it and mail to the address in the picture above. The following page will be the instructions of how to complete the form and then a blank form is in the back of this Guide to make copies from to use. 4. Check Deadlines: The National Project deadline is June 30 th of each year to the National Office Donor Services. There are no exceptions to this deadline and if the check(s) is not there by this date, the monies will be forwarded into the next year s National Project automatically. In the past, the usually deadline would be sometime in August or September but to say in alignment with the National Office s Accounting Fiscal Year, this new deadline has been established. Throughout the fiscal year (July 1 st through June 30 th ) you can send checks to the National Office any time and those amounts will be credited to your District as they are earmarked. Remember, any monies received at the National Office past the June 30 th fiscal year-end date will be rolled into the new fiscal year. 5. Where Should Local GCW Groups and/or Individuals Send Their Checks? Please instruct your local treasurers and/or individuals to send their checks directly to the C&MA National Office. The same instructions apply to them as well: o o Make their checks payable to the Christian & Missionary Alliance Write in the memo line of their checks GCW (for Great Commission Women) The Purpose of the Check (National Project, National Ministry Fund, Gift) They do not need to use the District Treasurer s Form simply send to the National Office 4 P age

5 GCW CHECK SUBMISSION FORM FOR THE C&MA NATIONAL OFFICE (Instructions below a useable Form is in the back of this Report) Use of this Form by the District Treasurer & Director is optional THE CHRISTIAN AND MISSIONARY ALLIANCE CASH RECEIPT VOUCHER Receipt # (for the District Treasurer's Reference Info) Date: (the date check(s) are being sent) Received From: GREAT COMMISSION WOMEN SUBMITTED BY: GCW DISTRICT POSITION: DISTRICT NAME : DONOR CODE: Only complete what is highlighted in yellow. The National Office will complete the rest. Receipt Disposition: Send to DONOR FILE Tax Fund Natural/Exp Office Proj/ Individual Code No. Acct No. Field No. (1) (5) (2) (2) (5/6) Check Amount Check Number Description (29) (Is this for the National Project? National Ministry Fund? Other?) (If 1 check has more than 1 distribution, please list with amounts) Total Signed Signature of whoever is sending check(s) in Rev 11/99 PLEASE SEND TO: Print Name: Print name to confirm signature The Christian and Missionary Alliance ATTN: DONOR SERVICES 8595 Explorer Drive Colorado Springs, CO ALL CHECKS GET SENT TO THE NATIONAL OFFICE 5 P age

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7 WHAT IS THE PROCESS OF SENDING MONIES TO A DISTRICT GUEST HOUSE? The process of sending monies to a district s guest house are outlined below per Jim Malone, Assistant Vice President of C&MA International Ministries 1. All funds for guesthouses should be sent directly to the C&MA National Office. 2. The address for the C&MA National Office is: The Christian & Missionary Alliance ATTN: Donor Services 8595 Explorer Drive Colorado Springs, CO They do not need an account number; just clearly indicate that the funds are for the Guesthouse in. Please be sure to state the District sending in the funds and contact information. 4. Donor Accounting will then put the funds directly on the remittance to be sent to the field/team. These funds are usually processed and sent the following month of receipt. 5. I do not think you need to wait for someone from the guesthouse to ask for monies. If a district knows of a need and wants to help, please have them just send the monies to the National Office and we will get it to the district s guesthouse. Jim Malone Jim Malone - Assistant Vice President C&MA International Ministries 7 P age

8 WHAT IS THE NATIONAL MINISTRY FUND? (NMF) The National Ministry Funds received annually from Great Commission Women Local ministries is used to provide for the ministry functions of the GCW National Executive Team. An annual monetary contribution of $50.00 is requested from each GCW Local Group, but is not imposed. An annual budget proposal is presented in consultation with the National Office Account Department s GCW Liaison and is adopted to fund GCW National initiatives and planning. Subsequently, an annual audit is completed to verify the use of these funds. Below are just some of the essential expenses that this Fund assists the GCW National Executive Team with: Postage as well as shipping out of materials and special requests. Office supplies that are needed by the NET as well as other supplies used for the NLT and General Council meetings. Monthly internet and service fees which are necessary in order to serve Great Commission Women such as the sending out of ELINKS, announcements, NET s and the functioning of the Great Commission Women website which is Printed materials and the making of copies for NET, NLT and General Council meetings. Laptops and software for the National Secretary and Treasurer enabling them to work directly with the C&MA National Office in accounting, databases, and other programs necessary to be efficient in their responsibilities. Transportation to/from GCW National Executive fall planning meetings as well as lodging and meals. These crucial meetings take place in order to strategize for the National Project, General Council years as well as Spring Off-Council years which both include the National Leadership Team training conferences. Many other responsibilities assigned to the NET by the C&MA National Office and GCW Ministry must be taken care of during these meetings. In order to save travel expense, the NET conducts some of their meetings via conference calling and Skype. Transportation to/from General Council and NLT meetings as well as lodging and meals. The NET also meets before and after these scheduled conferences. Registration fees, transportation and other expenses which are essential for the GCW National Executive Director to fulfill her responsibilities. These expenses also include mandatory C&MA meetings, conferences, training and speaking engagements that she is requested to attend. 8 P age

9 WHAT IS THE NATIONAL PROJECT? ADDITIONAL NATIONAL PROJECT INFORMATION The National Project has been changed from a one year to a two year theme to align with the C&MA s General Council which takes place every two years. The new National Project theme will be announced at the GCW NLT (National Leadership Team) Training Meeting prior to the C&MA General Council. Since 1963, GCW has raised over $12,000,000, reaching out to more than 55 countries and assisted in more than 54+ Projects and extension of those projects. Countless lives that have been touched and affected...priceless! 9 P age

10 WHAT IS THE OUTFIT FUND? * The Outfit Fund C&MA Official Policy in the IM Handbook is available from the NET Treasurer upon request. 10 P age

11 How do other Districts distribute their Outfit Fund Monies? Some GCW districts have altered ways that they distribute outfit monies to the IWs. It is considered a love gift disbursed at the end of each fiscal year or done annually at whatever time of year the GCW District Team chooses. They take the total that has come in annually, divide it between the IWs and send it each year, meaning that no monies ever need to be returned to GCW. Their district Outfit Funds begins with a zero balance each fiscal year. Ultimately, the decision is left up to the individual districts on how to distribute these funds. These annual funds should only be disbursed to active International Workers. The MidAmerica District also use their outfit funds to bless their International Workers with a monetary gift upon retirement. As you can imagine, this is very much appreciated by the IW. The responsibility is the districts to communicate to their IWs the amount that they want to give and the process used to distribute it. The process has made providing outfit monies a component of generosity instead of an obligation and has revolutionized districts. The IWs are responsible to declare it as income if they receive it from GCW. It is not GCW s/district s responsibility or International Ministries to do this. The Outfit money received directly from a district functions the same as a love gift. The IWs are responsible to claim honorariums and love gifts because services were rendered in exchange. A BIT OF HISTORY ABOUT THE OUTFIT FUND Historically, IWs were given an allowance that covered their expenses in country. This was based on the fact that they had to buy most items here in the States and send them to their country of ministry. Now, however, most IWs can buy what they need locally on the field. The only shipments currently being sent are to Africa. Thank you and the GCW members who provide so generously to our IWs. These funds are a great assistance to our workers as they set up their homes overseas. Jim Malone Assistant Vice President of C&MA International Ministries 11 P age

12 What Is The READINESS EMERGENCY MANAGEMENT Fund? (REM) What Is R.E.M.? Great Commission Women is asked on occasion to assist with pressing needs around the world. Although God has graciously allowed us to be of assistance in the past, the opening and financing of the READINESS EMERGENCY MANAGEMENT Fund enables us to become more proactive, assisting in a prompt and significant manner. When an immediate need arises, Great Commission Women can respond with the REM Fund. What Is The Criteria Reviewed By The GCW National Executive Team? 1. Current available funds in the REM Account 2. Urgency of the request (time frame) 3. Priority will be given to women s ministries, but others are considered 4. Recipient should be willing to acknowledge receipt of the gift and how it has helped the ministry ( Thank You DVDs are welcomed) How Does It Work? The Great Commission Women financially assists International Ministries with urgent requests from the R.E.M. Account which is funded each year with $5,000 from the prior year s National Project monies in which International Ministries & Multi Cultural Ministries both contribute $2,500 to this Fund. With much prayer and discretion of the National Executive Team, these emergency funds are released on behalf of Great Commission Women to assist with urgent needs. What Happens If The $5,000 Allotted Per Year In The Fund Is Not Used? Funds that are not used from the current year will remain in the account until needed and is rolled over to the following year. The National Executive Team prayerfully waits for an opportunity from International Ministries to assist around the world. Because an urgent need or emergency could be requested at a moment s notice, the NET must be prepared to review and release funds in a relatively short time. What Are Some Of The Requests That GCW Has Assisted With For International Ministries? Puerto Rico - Financial aid to assist with relief and recovery efforts for victims of Hurricane Maria Capital Investment needed in Aceh, Indonesia to relocate the office and processing plant which produces Moringa because of a government issued eviction. Church Planting and needs in Eastern Turkey to reach the Kurdish people The Robert & Cheryl Fugate Work Fund Rebuilding A Life Chile The Burkino Faso women s cancer screening project The situation with the C&MA church in Mosul, Iraq displaced families fleeing ISIS To support Break The Silence in Fulani Guinea Megavoice Gospel Storyteller audio/oral units 12 P age

13 WHAT IS THE TREASURER S TREASURE CHEST NEWSLETTER? The Treasurer s Treasure Chest is a newsletter created by the NET Treasurer especially for GCW District Treasurers to provide information as well as encouragement. In other words, this is a connection tool so that they do not feel as if they are on an island only of themselves but have support from the National Team. Some tidbits about this Newsletter are: There is no set timeframe that this Newsletter is sent out. The timing depends upon the updates that need to go out and the availability of the NET Treasurer to put the Newsletter together. On General Council years when the new GCW National Project is announced, this Newsletter will be created and definitely sent out in late July to prepare the treasurers for what needs to be done for the new Project as well as the final monies given to the previous National Project per the fiscal year-end. Your District Director will receive this Newsletter as well via to keep her in the loop. This Newsletter highlights different District Treasurers who are asked to tell their God story which encourages other Treasurers. Your comments and questions are welcomed as well as suggestions and ideas for your fellow treasurers. This Newsletter serves as a tool of information and training that can be forward on to local GCW treasurers. This Newsletter has tidbits of encouragement, humor, and even word searches for the treasurer. EXCITING NEWS!!! COMING SOON!!! Not only will the Treasurer s Treasure Chest Newsletter (current & past) be on-line, but other updates such as the National Project s current giving amount and other pertinent information. This will not only assist District Treasurers & Directors but will also be available for Local Treasurers & Directors to view. Hopefully, this will make your job easier in communicating with your local teams. Simply refer them to the GCW Website. 13 P age

14 DOES GREAT COMMISSION WOMEN HAVE AN OFFICIAL WEBSITE? Yes, we do have an official website and it is: Once this website address is entered in your internet browser, the GCW s main web page will look like this... The GCW official website: Has been recently updated with the assistance of the C&MA and is not only refreshing to the eyes but will display information in a very simple user-friendly format. GCW resources will be updated and readily available. Such information that will appear on this Site are Events, Ministry & Missions Resources, Publications such as the elink and ENGAGE Supplement Articles, a wide variety of Videos, the National Project as well as District & National GCW Leadership Contact Information. Treasurer information will eventually be on this Site which will assist District/Local Treasurers and Directors. This will include National Project giving updates, the Treasurer s Treasure Chest Newsletters, forms and any other resources that the NET Treasurer feels is beneficial. 14 P age

15 GREAT COMMISSION WOMEN GLOSSARY Alliance Life: The C&MA denominational magazine. Celebrate: A national s conference usually held once every four years for refreshment and for women to experience the bigger picture of Great Commission Women around the United States. Church Ministries (CM): The C&MA Ministry Office to which Great Commission Women is amenable. Council Celebration Event: A special event for women set aside during General Council under the direction of the NET to promote the Mission, Core Values and Goals of Great Commission Women. This event is also used to launch the new National Project to the general public. Finance: The C&MA Ministry Office that serves as the bank for Great Commission Women in that they receive most funds and disburse funds as requisitioned by the National Treasurer. General Council: The biennial gathering of Official Workers (U.S. & International) and laypersons from C&MA Churches, to conduct denominational business. Great Commission Fund (GCF): The funding structure of The Alliance, supported by C&MA churches and individuals to fund both National and International Ministries. Great Commission Ministries (GCM): Monies given to the broader work of The Alliance including the GCW, CAMA Services, Marketplace Ministries, etc... International Ministries (IM): The C&MA Ministry Office that oversees all International Worker (IW) activities and provides suggestions and promotional information for the Great Commission Women s annual National Projects. Life-On-Life: A process of spiritual formation offered by the C&MA to provide the opportunity for personal spiritual growth through a deeper awareness of how one s individual life story fits into God s story in order that we may be more effective in completing the Great Commission in a world that needs to know the lifetransforming power of Christ. Marketplace Ministries (MM): Formerly known as International Fellowship of Alliance Professionals, this branch provides an avenue for non-traditional IWs to serve in countries and areas of the world that are traditionally hostile to Christianity. Multicultural Ministries: Office in Church Ministries (CM) which oversees the Multicultural District ministries in the United States. National Executive Team (NET): Elected officers appointed members providing leadership training for the National Leadership Team (NLT), plan all aspects of the annual National Projects and promote the implementation of the project goal. National Leadership Team (NLT): Comprised of the NET and Great Commission Women District Directors (DD). The team meets once a year on location at Council or in Colorado Springs, CO for a Spring meeting on Non- Council years for training, the annual meeting and elections. Resonate: Also known as New Official Workers Forum (NOWF) is orientation for all new Official Workers serving with the C&MA in the United States. Third Culture Kid (TCK): Formerly known as Missionary Kids (MK), these are the children of IWs, sponsored (adopted) by local C&MA congregations/gcw local groups as a means to receive encouragement through cards, gifts and to be supported in prayer. 15 P age

16 THE CHRISTIAN AND MISSIONARY ALLIANCE CASH RECEIPT VOUCHER Receipt # Date: Received From: GREAT COMMISSION WOMEN SUBMITTED BY: GCW DISTRICT POSITION: DISTRICT NAME : DONOR CODE: Receipt Disposition: Send to DONOR FILE Tax Fund Natural/Exp Office Proj/ Individual Code No. Acct No. Field No. (1) (5) (2) (2) (5/6) Check Amount Check Number Description (29) Total Signed Rev 11/99 PLEASE SEND TO: Print Name: The Christian and Missionary Alliance ATTN: DONOR SERVICES 8595 Explorer Drive Colorado Springs, CO P age

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18 NOTES 18 P age

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