Capturing Community Volunteer Hours and Costs Rod Wiltrout Church Finance Specialist California Southern Baptist Convention Spring 2009, Session 5

Why Capture Volunteer Hours True cost of ministry Possible IRS implications Reporting Celebration Measuring Maturity Connect with Government Leaders

True Cost of Ministry Everything costs more than it’s purchase price Gives a true measure of “Bang for the Buck” Cost involves Time – Most valued asset Why Capture Volunteer Hours

You are a 501 (c) 3 business Focus of organization's purpose must be to benefit the community or society as a whole, not just the organization's members and their families or other select individuals. A §501(c)(3) organization may not devote a substantial part of its activities for lobbying purposes. (section 2A.1) Here is What the IRS Says

Possible IRS Implications Tax Exempt & Government Entities Division At- a-Glance ml ml The IRS is now beginning to seriously look over the Church’s shoulder story/2008/02/28/irs-investigate-churchs- political-activities story/2008/02/28/irs-investigate-churchs- political-activities Why Capture Volunteer Hours

Reporting Most members are not aware of the church’s impact in the community Many members are only aware of that which they are personally involved May increase tithing – people see the church at work and “worthy” of the tithe Shows the impact the church is having in the community Satisfy any IRS requests Why Capture Volunteer Hours

Celebration Celebrate what God has done Gives an accurate list of people and the amount of time they have served Cast vision for new segment of time ie month, quarter, year Why Capture Volunteer Hours

Measuring Maturity One measure of Christian Maturity Allows the participant to see how they have grown as they serve in various community opportunities Why Capture Volunteer Hours

How Does it Work? Download the worksheet from our website: Save it to your hard drive and a backup drive I will discuss the backup drive later in the presentation

Change Your Header Click on View Click on Header and Footer Click on Custom Header Put in Your Church’s Information Click Save Click Close How Does it Work?

Review Ministries and Make Changes Men's Ministries Women's Ministries Counseling Food Closet Clothing Closet Block Party Block Party Disaster Relief Literacy Program Weddings Funerals Prison Ministry Senior Ministries ESL Extreme Makeover Families of Military Foster Homes How Does it Work? DEFAULT LIST

Change a Ministry If you changed a Ministry TITLE: Type the new name over the existing name on the Summary Sheet Go to the Sheet you changed Right click on the tab at the bottom of the page and rename the tab to correspond with the name at the top of the sheet SAVE! Click SAVE! How Does it Work?

Add a Ministry If you added a Ministry: Type in the new name on line 18 Click to the page that you changed or added (Sheet 18) Right click on the Tab on the bottom Type in the new name of the page SAVE! Click SAVE! How Does it Work?

Input Your Data Click on the Ministry you want to report on Enter the name of the volunteer Record the hours worked Record any monies spent to accomplish the task the volunteer did Check to make sure it tracked to the summary page SAVE THE FILE SAVE THE FILE How Does it Work?

Administrative Tasks SAVE THE FILE SAVE THE FILE Did you get the fact that you need to save the file EVERY time? Purchase an 8 gigabyte thumb drive (about $20.00 at Back up your hard drive every time you shut down your computer If your computer goes down, you have all of your files How Does it Work?

Backing Up the Hard Drive After you have SAVED YOUR FILE: Right click on the Start button on your computer Click on Explore Click on My Documents Right Click on My Documents and highlight Copy Scroll down to your Thumb Drive location (will have it’s name listed on drives at the bottom) Click on it, then right click, Paste Administrative Tasks

Backing Up the Hard Drive There, You’ve just successfully backed up your computer Keep your Thumb Drive in a safe place, preferable a fireproof safe Administrative Tasks

Community Volunteer Administrator Record hours and dollars spent for each ministry Give a monthly report to Pastor, Staff and Ministry Team Work with Ministry Leaders to capture hours and costs from volunteers Administrative Tasks

Communicate with Community Leaders Pastor, this is You On a Monthly or Quarterly Basis With the Mayor or Major Leader Administrative Tasks

Capturing Community Volunteer Hours and Costs Rod Wiltrout Church Finance Specialist California Southern Baptist Convention (559) Direct Line (559) Cell Phone Questions?