Youth Ministry Financial Procedures
Youth Ministry is currently funded in these
ways:
1.
Funds allocated annually from
the general operating budget for the church.
2.
Funds raised by the youth
themselves. These funds are generally
raised for things like mission trips and the tri-annual Youth Gathering.
3. Funds donated and specifically designated for youth work. These funds are used as the benefactor indicates or for other purposes if no designation is given.
4. Direct Payments such as trip deposits or donations for meals or other events.
· During the latter months of the year, put together the entire plan for ministry for the coming year. Determine amounts to request from the overall church budget; take part in annual budgeting process at the Executive Council meetings, coming back with final numbers for the Youth Ministry plan. Make changes as necessary to make a working plan. A spreadsheet template is provided.
· Work through due dates for various payments for workcamp or other major items; ensure funds from various sources will be available on the various dates required.
Note: Income from designated gifts usually goes through the regular offering counting procedures handled by the Board of Finance. Youth deposits are usually made up of money from these sources:
1. Vending Machine cash and coin.
2. Nightlife offerings
3. Nightlife food money
4. Fundraiser events and sales proceeds
5. Workcamp participant payments
Monies collected from these sources are stored temporarily in the safe/firebox in the youth area. Once a week or when necessary, these are counted and categorized using the following procedures:
Open the spreadsheet http://cid-6ba692e7b908e533.office.live.com/view.aspx/Youth%202011%20Shared/AllYouthFinances.xlsx
1. Make a copy of the Deposit Template sheet. It may be hidden, so right click on the sheet tabs at the bottom to reveal it. Give the new copy the name “Deposit” followed by the next largest deposit number.
2. Fill in the number of each denomination of cash and coin on the left, then fill in the designation on the right side for cash and coin.
3. List any checks on the bottom left, again filling in designation on the upper right. Be sure to mark any deductable donations so they get on the individual’s giving statement.
4. Once everything indicates a balanced status, save the spreadsheet. Print off one copy of the deposit sheet. Place that copy with the deposit proceeds in a zippered cash pouch found in the cash box. Place the pouch in the main office safe.
5. In the spreadsheet, propagate the amounts from the deposit so everything is current. These entries must be made:
a) Add a line in the ‘Designated Balances’ sheet if there are any Workcamp, Gathering, or Trips fundraising amounts.
b) Add a line in the ‘Vending’ sheet if there is vending income.
c) Add a line in the ‘Designated Income’ sheet for any General Designated funds