1. December 1, 2015 10:00 am to 2:00 pm Lunch at 12:00 WESTERN WASHINGTON YOUNG LIFE FALL ADMIN TRAINING Wifi: Young Life password: made4this

2. VIDEO/DEVOTIONAL  https://vimeo.com/100941936 https://vimeo.com/100941936  Where do you seek Wonder in your day to day life?  What spoke to you in this film?  How do we become lost in beauty?

3.  “Become born again and capture that moment when we first 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?

4.  Regional Admin Calendar Regional Admin Calendar  Regional Calendar Regional Calendar  eRegion eRegion CALENDAR

5.  Office Administrator I Job Description Office Administrator I Job Description  Timesheet & Instructions TimesheetInstructions OFFICE ADMINISTRATOR

6.  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

7.  What is something great and something difficult 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

8.  How do you keep your people informed?  Emails  Maintain mSite and Facebook (Summer Dates, upcoming events, etc)  mSites mSites  Blog  Tumblr Tumblr  Wordpress like eRegion.biz WordpresseRegion.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 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 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. AREA COMMUNICATION

9.  Coordinating Area Meetings (Staff, Leadership, or Committee)  Effective ways to run camp administration  Fun ideas for Banquet/Golf Marathon/Auction  Event Planning 101 Event Planning 101  What are some fun ideas for fundraising camp costs  Follow-up: What is the best way to follow up with donors, attendees after an event, or staff after a meeting? EVENT ADMINISTRATION

10.  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

11.  New Volunteer Leader Paperwork New Volunteer Leader Paperwork  Volunteer Manager Volunteer Manager  Staff/Volunteer Roster Staff/Volunteer Roster  Driver Questionnaire Driver Questionnaire  Best way to request and collect this information?  During Club  Before/After Leader Meetings NEW VOLUNTEER LEADERS

12. VOLUNTEER MATRIX  Volunteer Matrix Volunteer Matrix

13.  Add new volunteers or staff candidates to the Staff & Volunteer Roster through Volunteer Manager  Questions & How-to’s Questions & How-to’s  Check Staff & Volunteer Roster for redStaff & Volunteer Roster SCREENINGS

14.  PARs to Regional Office 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)

15.  PARs to Regional Office by 10th of the month person is to be added to payroll.  AF52 New Hire process (reviewed by Area/Supervisors) AF52 New Hire process  PAR Information Sheet (submitted by direct supervisor) PAR Information Sheet  What is in a New Hire Packet?  Young Life Application Young Life Application  IRD Form  Note, no salary should be discussed with applicant until IRD has been completed  Direct Deposit Form Direct Deposit Form  Screening Confirmation (CBC and F&C)  I-9 (actual signature and page 2 filled out by direct supervisor) I-9  Social Security Card (required by Young Life)  W4 (actual signature) W4 NEW HIRES

16.  Concur User Request Form Concur User Request Form  Before you send in this form:  Is their CBC and F&C complete?  Have they completed their Financial Principles Training?Financial Principles Training  Approver Hierarchy ADDING A USER TO CONCUR

17.  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 office.  Flagged reports require a review by the Approver.  Then, the user is reimbursed and expenses are recorded on the R&E. HOW CONCURHOW CONCUR WORKS

18.  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 TIPS AND TRICKS

19.  Concur Mobile App Concur Mobile App  Codes Codes MOBILE APP & CODES

20.  Concur FAQs Concur FAQs  Fuel/Mileage charges  Personal Vehicle Business Mileage Record Personal Vehicle Business Mileage Record FAQS, FUEL/MILEAGE AND MILEAGE REIMBURSEMENT

21.  Volunteer Reimbursement Volunteer Reimbursement  Cash Advance Cash Advance  Recurring Payments** Recurring Payments**  Wire Requests, etc. Wire Requests, etc. REIMBURSEMENTS AND NON-FREQUENT CONCUR ITEMS

22.  Give staff 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 POLICYWHAT IS THE GIFT POLICY?

23.  Low fair market value (under $100/fiscal year)  Given infrequently for special occasions  Cannot be cash, gift cards, or gift certificates  Supervisor to staff (or immediate family)  Budget approved – “Gifts and Awards”  Gifts vs. ministry tools WHAT IS THE GIFT POLICYWHAT IS THE GIFT POLICY? CONTINUED…

24. 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

25.  Cash Flow Instructions Cash Flow Instructions  Online Training  Update Monthly CASH FLOW WA267

26.  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

28.  Giving Reports Giving Reports  Process and track donations  PPL PPL  Lapsed Donor Report GIVING, DONOR REPORTS & PPL

29.  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: PPL AND MAPPING GIFTS

30. GIVING Send checks to: Young Life PO Box 70065 Prescott, AZ 86304-7065 Order these forms at http://resourcesandsupplies.younglife.org/http://resourcesandsupplies.younglife.org/

31. PPL

34.  December 1: Camping Contracts Due with R1  December 1: R1 Due for 9 th Grade WFR CanyonR1 Due for 9 th Grade WFR Canyon  December 2: IR Due for Discipleship Creekside or MalibuIR Due for Discipleship Creekside or Malibu  December 5: Committee Chair Brunch  December 18: R2 Due for Regional Leadership DayR2 Due for Regional Leadership Day  December 15: YL75 Hotel InformationYL75 Hotel Information  December 15: YL75 Early Arrival (Buena Vista) Flight DetailsYL75 Early Arrival (Buena Vista) Flight Details  December 24-25: Holiday  January 5-10 YL75 Celebration Conference  January 30: Regional Leadership Day UPCOMING ACTION ITEMS/DATES

35.  Regional 9 th Grade WFR Canyon Work Crew:  2 week session: August 7-16  Please have them fill out the pdf application and recommendationpdf applicationrecommendation  Applications and Recommendations due Feb 25  National Work Crew Session Dates 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

36.  What Western Washington Young Life Areas should know about camping at Malibu 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 Leaders www.malibuclub.younglife.org  Make 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

37. QUESTIONS?