how are collected funds deposited in the central treasury · how are collected funds deposited in...

HOW ARE COLLECTED FUNDS DEPOSITED IN THE CENTRAL TREASURY

Boards and Agencies may have registration fees, sale of goods receipts, charitable gifts, or grant monies to deposit into the central treasury. These should be submitted using a Receipts Deposit Form, or copy thereof, indicating the fund and account number to which the money should be recorded. Also the amount of the deposit and a description of the deposit must be included. This description is normally included in the record so that once you receive your Detailed General Ledger printout, you may reconcile what you sent in versus what we show recorded to ensure there were no errors. If you have a question regarding the correct account number to use, please call the Treasurer’s Office.

RECEIPTS DEPOSIT FORM

IOWA ANNUAL CONFERENCE OF THE UNITED METHODIST CHURCH Attn: Accounts Receivable

2301 Rittenhouse Street Des Moines, IA 50321

Currency $

Coin $

Checks $ Date:

Total Deposit $

Deposit into Account #

Description of Receipt:

Your Name: Telephone:

Email:

All Checks Should Be Made Payable To: Iowa Annual Conference

If unsure of what account or type of receipt you are submitting, refer to the following:

1. Is the receipt from a charitable gift, offering or grant? If no, proceed to question 2. If yes, A) Is there a church that should receive credit for this gift?

If so, list church name & church number above B) Did the donor place a restriction on use of the receipt?

If no, record as charitable gift - unrestricted. Use Acct # 100-4XXXX. If yes, describe the restriction above. Use Acct # 110-4XXXX. Restriction Code example: Project #303

2. Is the receipt a fee, either registration or participation? If no, proceed to question 3. If yes, describe the purpose of the fee above. 3. Is the receipt for sale of goods or services? If no, proceed to question 4. If yes, describe the type of goods sold or service provided above. 4. Is this an event in which you are tracking the revenue & expenses? If no, proceed to question 5. If yes, please list on the Event Code line above. Contact the Treasurer’s Office to assign an

Event Code. 5. Is the receipt some other type of revenue not described above?

Please describe in detail above. Please Include Any Supporting Documentation.

If questions, contact Jeremy.Jolly@iaumc.org. or mbiggs@iaumc.org.

Word File:mb/cash receipts form.doc Revised 10/22/2009

HOW TO HAVE A CHECK WRITTEN ON AN ACCOUNT

Rule of Order VII, C states, “Each annual conference agency receiving funds through the Conference budget shall have a credit account with the Conference Treasurer, against which check requests shall be drawn by the person so authorized by the agency; checks shall be drawn directly to the credit of the payee.”

A sample check request (voucher) is included. On the check request you will note that certain information is requested.

When the Treasurer’s office receives a check request it must be accompanied by one or more of the following.

1. A receipt from the vendor, supplier or service provider (note: a billing statement that does not list the items purchased is not adequate)

2. A vendor invoice

3. Service work ticket or bill

4. A hotel bill and if air or bus travel is involved a copy of the airline invoice

5. Monthly utilities, telephone or other bill

6. Copy of minutes of meetings authorizing the grants unless approved Conference legislation already provides this authorization

7. Monthly statements are not sufficient unless accompanied by some of the above

Check requests for payment of professional service, honoraria, or other such payments that are taxable income must include the recipient’s tax identification number such as Social Security number.

In some situations a check may be issued before proper documentation is obtained. Examples might be COD orders, advance registration for courses (however, copy of the registration form may be used), pre paid purchases. In such cases, only the Conference Treasurer can authorize advanced payments with the understanding that documentation will be forwarded to the Treasurer’s office as soon as it is obtained.

The procedure used in the Treasurer’s office once a request for payment is received by the accounts payable person

1. Look over check request and documentation for accuracy.

2. Check to make sure that the check request is signed by an authorized signer for that Board or Agency. (See authorized signer information)

3. In the case where an authorized signer is seeking personal reimbursement, the official voucher should be signed by another authorized signer.

4. The Rule of Order VII.C.1.e states “The Conference Treasurer, serving as the fiscal agent, shall not pass on the justifiability of an expenditure called for by the check request. If there are not sufficient funds, the treasurer will notify the agency involved and hold payment until funds are available. The Treasurer will notify the agency chair or the Director of CCOM in the event of a check request which seems to be in violation of conference rules or good accounting practice.” The Treasurer’s office will not pass judgment on an expenditure; however, our office cannot issue a check for something that would be in violation of the approved Annual Conference legislation.

5. The Treasurer’s office goal is to write checks on Tuesday and Friday. Check requests received by the close of the business day on Friday should have the check written by Tuesday, and check requests received by the close of the business day on Wednesday should have checks written on Friday. Exceptions would be (1) those check requests that lack documentation; (2) insufficient funds in an account; (3) the payee of the voucher has not been assigned a vendor number; (4) when waiting for a W-9 for a new vendor; or (5) when the work loads and holidays require adjustment. Notification through the E-mail system will be given when the check run days are changed.

Voucher goes here

WHO CAN SIGN CHECK REQUESTS (Authorized Signers)

Each Board or Agency designates the person(s) authorized to sign check requests or vouchers for that board or agency. The Treasurer’s office maintains that list with their accounts payable records. The form for authorized signatures is included with this material. The Chair of the Agency should send the authorized list to the Treasurer’s office, and when possible, a copy of the agency’s minutes authorizing these signers. The purpose of this form is so that the Treasurer’s office knows who your agency has authorized to sign check requests. Only those individuals whom the agency has authorized to sign check requests will have the requests honored, all others will be returned to the person sending in the request.

During the quadrennium, authorized signers for check requests may change. When that occurs, the chairperson is asked to send the Treasurer’s office a Notification of Authorized Signers. Minutes of the meeting authorizing the change should accompany the form. The Treasurer’s office asks that these be completed to insure that only requests from the people authorized to sign will be honored. It is a matter of safety in managing each agency’s funds.

NOTIFICATION OF AUTHORIZED SIGNERS Iowa Annual Conference of the United Methodist Church

Attn: Accounts Payable 2301 Rittenhouse Street Des Moines, IA 50321

This form is used by the chair of a Conference board or agency to notify the Conference Treasurer of whom within the agency may authorize check requests (vouchers) or transfers to pay expenses. This policy is in accordance with Rule of Order VII.C.1.d. (p. 292), of the 1998 Conference Journal.

If the signer listed below is to be restricted to a subset of the funds your agency administers please supply the names of the funds, available from your Conference Balance printout, distributed each month by the Conference Treasurer’s Office.

Agency: ___________________________________

Signature of CHAIRPERSON: __________________________ Date: _________

Name of Person to remove from signers list: _____________________________

Authorized Signers:

Printed Name: _______________________ Signature: ____________________

Fund # ________ Fund Name: _____________________

Fund # ________ Fund Name: _____________________

Fund # ________ Fund Name: _____________________

Printed Name: _______________________ Signature: ____________________

Fund # ________ Fund Name: _____________________

Fund # ________ Fund Name: _____________________

Fund # ________ Fund Name: _____________________

Printed Name: _______________________ Signature: ____________________

Fund # ________ Fund Name: _____________________

Fund # ________ Fund Name: _____________________

Fund # ________ Fund Name: _____________________

Printed Name: _______________________ Signature: ____________________

Fund # ________ Fund Name: _____________________

Fund # ________ Fund Name: _____________________

Fund # ________ Fund Name: _____________________

HOW DO I TRANSFER MONEY FROM ONE PROGRAM TO ANOTHER?

There will be times when you will want to transfer funds from one Conference program to another. This type of transaction is known as an interfund transfer.

When recording an interfund transfer, one program will be charged (expense) for the transfer out of funds. The board, agency, or department for whom the funds are coming from must initiate and authorize the transfer.

The other fund will be credited (receipt) with the transfer in of funds.

To assist in this process, a transfer request form (attached) may be used. An email is acceptable in lieu of the form as long as all pertinent information is provided, documentation is attached, and it is received from an authorized signer for the fund with the expense.

On the expense side, the account number class will start with an 8 instead of the normal 7. On the revenue side, the account number class will start with a 5 instead of the normal 4. This is so we can distinguish a transfer from other expenses/revenues. If you are not aware of what the account number should be, leave them blank but be sure and write in the type of expense and type of revenue it is.

Submit interfund transfers to the Assistant Treasurer/Controller or Senior Staff Accountant.

mbiggs@iaumc.org

See Interfund Transfer Policy ACT-102.

Note: For transfer of surpluses and deficits, the account number will be 100-90000.

OFFICIAL TRANSFER REQUEST

Iowa Annual Conference of the United Methodist Church 2301 Rittenhouse Street

Des Moines, IA 50321

Name of Board, Agency or Department requesting the transfer:

__________________________________________________________________________

Transfer from information:

Program name: _____________________________________________

Program number: ___ ___ ___ ___ ___

Type of expense: ____________________________________________

Expense account number: _1_ _0_ __ - _8_ ___ ___ ___ ___

Transfer to information:

Program name: ____________________________________________

Program number: ___ ___ ___ ___ ___

Type of revenue: ___________________________________________

Revenue account number _1_ _0_ _0_ - _5_ ___ ___ ___ ___

Amount to Transfer: $____________________

Description of the interfund transfer: _________________________________________

________________________________________________________________________

________________________________________________________________________

Attach appropriate documentation.

________________________ ________ Authorized Signature Date

________________________

Print name

THE AUTHORIZED SIGNATURE MUST BE FROM THE AREA IN WHICH THE FUNDS ARE COMING FROM (EXPENSE). SUBMIT TO MAGGIE BIGGS, CONTROLLER mbiggs@iaumc.org.

Revised 10/22/2009

my files/forms/transfer form.doc

HOW DO I RECEIVE REIMBURSEMENT FOR MEETINGS

The Treasurer’s office has provided a form that can be taken to each meeting and ask those who are in attendance to request mileage. The Conference pays 15 cents per mile for one round trip to each agency meeting and allows $15 per diem for overnight expense. Persons requesting reimbursement should complete the form and be sure to include a complete address, the round trip mileage and if applicable, overnight expenses. The chairperson of the agency should sign and date the form.

Those people who do not wish to seek reimbursement do not need to sign the mileage form. The documentation they need to claim it as a contribution is a copy of the meeting minutes stating their attendance.

GROUP MILEAGE REIMBURSEMENT FORM Iowa Annual Conference of the United Methodist Church

People who attend Conference meetings and do not want to be paid mileage reimbursement may still claim the mileage as a charitable deduction. The documentation you need to claim the contribution is a copy of the meeting minutes stating date, place, and your attendance.

Board, Agency, or Group __________________________

Account# ________________________

Authorizing Signature ____________________________

Date ____________________________

NAME, ADDRESS, ZIP CODE

MILEAGE OVERNIGHT

EXPENSE

($90 LIMIT) TOTAL

1 PERSON @ 15¢

2 PERSONS @ 25¢

3+ PERSONS @ 35¢

PASSENGER NAMES

HOW CAN I USE THE LABEL SYSTEM

Administrative Services/Conference Treasurers office through the Address Services department is responsible for keeping the Conference database current and for providing mailing labels of local church officers and Iowa Conference clergy to conference related organizations.

Policy for Mailing Lists

All the data bases are the property of the Iowa Annual Conference and may not be sold, given or loaned to anyone else to be used for personal, commercial or secular political purposes. In addition, the data base may not be used for fund raising except as approved by the Conference Council on Finance and Administration.

All boards, agencies, and other organizations which have an official relationship with the Conference and local churches of the Iowa Annual Conference of the United Methodist church may request mailing labels of the local churches officers and Iowa Conference clergy.

Examples of what kinds of categories of labels that can be requested are: churches; pastors; many church officers such as administrative board chairs, staff pastor parish chairs, treasurers, finance chairs, trustees chairs, lay leaders, mission chairs, youth coordinators, etc.

Requests for Mailing Labels

A request should be submitted by email or phone with an explanation of the intended use at least 48 hours before the list or labels are needed. Use of the mailing list or labels is strictly limited to the purpose stated.

The mailing list or labels are available in printed form or sent via e-mail. The charge for label generation is two cents per address. The list may be sorted by three criteria; zip code, district or alphabetically. The request must specify the media (print or e-mail) and any sort criteria.

Requests should be directed to Address Services or to your district office. District offices have access only to that portion of the Conference Mailing List that pertains to their own district. If you need labels for all churches or agencies within the conference, the request must be processed by Address Services. Any questions about mailing labels should be directed to Address Services (515-974-8917 or e-mail Jill.Stanton@iaumc.org)

Iowa Annual Conference Journals

The Iowa Conference Journal is now available on the Conference’s website or on CD. CDs can be ordered at a cost of $10.00 per CD. Any questions concerning journals can be directed to the Journal Editor at the Address Services number or e-mail.

HOW CAN THINGS BE PRINTED AND MAILED FROM THE CONFERENCE CENTER FOR OUR AGENCY

Central Services (CS) functions as a centralized Print Shop and Mailroom for all Conference departments, Boards, Agencies and related groups. We are equipped to handle all but the most specialized of print jobs (such as those odd paper sizes or bindery work). We also maintain a postage permit with the local United States Postal Service office which allows us to obtain better discount rates for pre-sorted material. Our equipment allows us to verify the validity of addresses in order to obtain the best possible rates.

Scheduling

Since we handle projects for many different groups it is important that jobs be given to us with plenty of lead time since we may already have another project under way. Normally we would request a minimum of one week, but this may fluctuate depending upon the time of year.

Newsletters can typically be processed within one week

Specially printed envelopes can take up to four weeks for delivery, depending upon the quantity.

Jobs are typically processed in the order received.

Cost

Printing (copying) charges vary depending upon the actual paper used, but printing on standard white paper is currently (as of 07/30/2012) charged at $.04 (one cent) per side of paper printed (duplex print on both sides of the paper would be $.08). More expensive papers are charged according to the cost of the paper.

Envelopes vary in cost and are charged out at actual cost. Minimum order is 2,500 envelopes. Of course, the cost per envelope goes down with a larger order quantity.

The charge for mailing materials includes the actual postage cost, cost for address validations for discounted rates, as well as any delivery charges required for taking the mailing to the post office.

HOW CAN THINGS BE PRINTED AND MAILED FROM THE CONFERENCE CENTER FOR OUR AGENCY (Continued)

Mailing Services

Central Services will mail your materials even if you get them printed somewhere else.

Non-Profit Bulk mail may take longer to reach the recipient but is cheaper to mail. Our equipment allows us to achieve the lowest possible mailing rate possible by processing address validations per postal regulations.

Job Request Forms

All jobs to be processed by CS must be accompanied by a Printing (Job) Request Form (see included sample). Please make a copy of the included form and fill in all job requirements, paying special attention to the billing section. Jobs may be directly billed to an individual or group if that group is not directly supported by the Conference Budget. Jobs will be handled through an inter-fund transfer for those boards and agencies with budget items so be sure to include the account number you want to be charged. This information must be provided before the jobs can be processed.

Billing

Billing for jobs processed by CS is done at the end of each month. You will be provided a statement at the end of the month detailing all work order and miscellaneous activity performed during the month. For internal Conference Boards/Agencies, the amounts will be automatically transferred from the appropriate account as specified on the Job Request Form and there will be no vouchers to write or sign. Outside groups should remit the total amount due, with the check payable to Iowa Annual Conference.

HOW CAN THINGS BE PRINTED AND MAILED FROM THE CONFERENCE CENTER FOR OUR AGENCY (Continued)

Mailing Lists

Materials to be sent must have addresses. These must be handled as follows:

Mailing lists may be obtained from Computer Services or your District Office. District wide lists can be obtained from either source, while Conference wide lists must be handled through Computer Services. Please refer to the section from Computer Services for the various types of lists maintained by the Conference and the guidelines for availability of names from those lists. You may provide your own list if you are keeping it yourself.

If providing your own list the addresses must be provided in electronic format. We must receive the addresses electronically in order to be able to process them through our Pitney Bowes system for the lowest possible postage rates.

Electronic files may either be Comma Delimited (CSV) format or Excel.

The addresses must contain the following fields:

“Name” , “Address 1” , “Address 2” , “City” , “State” , “Zip”

Comma Delimited (CSV) files should have Double Quotes around each field, and Commas between fields.

Other fields may be present, but will not be used for the mailing.

Excel spreadsheets are also acceptable as long as they contain the data fields listed above.

Addresses provided in this format will be processed through our address verification system (Pitney Bowes SmartMailer) with Zip+Four and Barcodes added to provide the maximum discounts available.

To qualify for Bulk Mail rates, the job must contain a minimum of 200 pieces.

HOW CAN THINGS BE PRINTED AND MAILED FROM THE CONFERENCE CENTER FOR OUR AGENCY (Continued)

Job Specifications

CS has the capability of printing jobs with the following options:

Duplex printing

Stapling

3-hole punching

Saddle Stitching for smaller booklets

Our inserting equipment can process and fold up to six sheets of paper in a half fold, or up to 4 sheets of paper in a double fold ( C fold ). We can insert into an envelope or process a job as a self mailer. Self mailer projects such as newsletters will have tabs applied to keep the pieces together during mailing. Jobs inserted into envelopes may also contain one additional insert piece, such as a return envelope.

Standard paper stock of 8-1/2" by 11", 20# paper will be used unless otherwise specified.

Postcard stock (65# paper) is also available.

Sorry, while we can print on 11" by 17" paper, we cannot fold or insert 11" by 17" stock.

Standard colors available are:

White Yellow Blue Pink

Green Buff Ivory Eye-Eze Green

Cherry GoldenRod Salmon

The jobs that cause us the most problems are those on specialty paper (such as a textured or sandy surfaces). Since our equipment is the controlling factor for whether or not a job can be handled it is best to provide us with a sample of the job to allow us to evaluate it on our equipment before ordering hundreds or thousands of pieces.

HOW CAN THINGS BE PRINTED AND MAILED FROM THE CONFERENCE CENTER FOR OUR AGENCY (Continued)

Permit Requirements

All jobs to be mailed using the Conference Permit require a return address containing the words “United Methodist Church Iowa Area” or the mail piece will be refused by the Post Office. The return address must be in the upper left corner of the address section (the bottom third of the page for a “C” fold, or the bottom half of the page for a half fold) and should not extend more than one third (1/3) of the way down that section.

The address will be printed or applied within the bottom two thirds (b) of the section. The bottom of the section should be free of any lines, borders, or logos as the Postal Regulations define a “Clear Zone” for post office use which extends 5/8" from the bottom of the piece and 4-3/4" from the right edge.

WHAT ABOUT CONFERENCE COMPUTER EQUIPMENT

As physical assets, all Conference owned computer equipment falls under the direction of the Board of Trustees. The Council on Finance and Administration, along with the Trustees has a stated goal of all Conference computer systems being compatible to allow the exchange of messages and data. To facilitate this goal all new computer equipment acquired must be Window 7 Professional compatible machines. The Conference Manager of Information Technology must be consulted on any new equipment purchases to verify compatibility.

We currently have a Information Technology Advisory Committee which gives insight and direction for the purchases handled through the Conference Computer Fund. This group helps to set the priority and scheduling of equipment upgrades for the Conference Center, the District Offices, and Camps, which are covered by that fund. Other groups may purchase equipment with their own funds as long as that equipment matches conference requirements.

The entire conference is standardized on the Microsoft Office Suite 2010, which includes Outlook, Word, Excel, and Powerpoint. Microsoft Publisher is available where needed but is not standard issue. All conference computer systems have the capability to produce PDF (Portable Document Format) files and are loaded with the Adobe Acrobat Reader.

Non-standard programs will be considered for installation on conference owned systems after consultation with the Manager of Information Technology.

IS THE CONFERENCE ON THE INTERNET

The Iowa Conference maintains a presence on the Internet at http://www.iaumc.org . Groups wishing to establish their own pages are encouraged to visit with the Communications Services and Resources department about creating a section for your group within the conference site.

The Administrative Services department currently has information available at http://www.iaumc.org/treasury , including some of the forms included in this packet.

WHAT ABOUT E-MAIL

The Conference maintains a Microsoft Exchange Server system for the processing and handling of Electronic Mail (e-mail). Each user is given an account in the following format Firstname.Lastname@iaumc.org (there is a period (dot) between the first and last names. This is the preferred name format, but in special cases, such as a very long name, exceptions may be given. E-mail addresses are available on the conference web site ( http://www.iaumc.org) and may be printed on your business cards or published in your newsletters.

Addresses are automatically established for conference staff persons. Boards/Agencies may request an address by contacting the Manager of Information Technology. Our e-mail system is available 24 hours a day and is accessible via the Internet.

Access to your e-mail is through Microsoft Outlook Please note: Microsoft Outlook is the only supported program for email, and we cannot offer technical support for any other e-mail program. Please let the Information Technology staff know what you would like to use for your password.

For times when you are not in your office, you may access your Outlook mail using the internet. Please go to https://owa.iaumc.org/exchange. You will be presented with a login screen asking for your username and password. Your username is your email address.

We also have an e-mail blasting system which allows us to send information to large groups. An example of such messages would be the “Iowa-News” which we use to send conference wide announcements (such as Death Notices) to our entire directory base. If you have messages you would like sent to such a list please route them to the Communications Services and Resources department ( Communications@iaumc.org ), as they are the primary managers of content for these lists

HOW DO I ARRANGE A CONFERENCE CALL

To arrange a conference call contact the one who works with your Board or Agency:

CCMC Support Staff Configuration (Conference Council on Connectional Ministries) Linda Remster (Episcopal Office) 515-974-8904 or Linda.Remster@iaumc.org Cynthia Davis (Administrative Services) 515-974-8920 or Cynthia.Davis@iaumc.org

If those listed above are not available you may contact one of the following: Linda - Diane Brockmeyer 515-974-8902 or Dkbrockmeyer@iaumc.org

Cynthia – Kristina 515-974-8938 or Kristina.Merfeld@iaumc.org

WebEx is our conference call provider.

The information needed when setting up a conference call. Date and time of your meeting An email list of those participating on the call

CAN WE DO VIDEO-CONFERENCING?

The Iowa Conference utilizes a video conferencing system called

WebEx from CISCO Corporation to facilitate meetings without the time and expense of travel. This system allows for the sharing of information through your computer (or mobile device), including information stored on your computer as well as being able to see the other participants through the use of web-cameras. Just as with Audio Conferencing there is a per-participant/per-minute charge for the audio portion of the conference.

WebEx Meeting Center Basics We have two types of meeting rooms available:

Small meetings (25 participants or less)

We have four small meeting rooms which can be accessed by opening your internet browser and going to

https://iaumc.webex.com/iaumc

Large meetings (up to 200 participants)

We have a single large meeting room which is accessed at

https://iaumc2.webex.com/iaumc2

On the basic screen click on Browse Meetings to view the calendar of scheduled or in progress meetings. To schedule (or start) meetings you will need to verify on the schedule which user names have availability for the time you wish to schedule. For instance on this screen you see that WebEX User 1 has a meeting scheduled at 12:45. Since any single user cannot have more than one meeting scheduled at a time you will need to use one of the other user names to schedule your meeting.

Click the Host a Meeting link on the left to begin the process. First you will need to Log in to your chosen account using the defined usernames and passwords. Usernames and Passwords will be distributed separately.

Click on Schedule a Meeting

The first screen of information you must enter is the Required Information. This includes the Meeting Topic, the Meeting Password (minimum of 4 characters), and the Tracking Codes to let the system know which Department is using the Meeting Center and the Reference (description) of the meeting.

To select your tracking codes, click the Select Tracking Code link.

Then Select the Department (or District or Board/Agency)

Select the Type of meeting (i.e. Planning Meeting, Training, etc)

Enter the Reference (description or purpose of the meeting)

If you need additional selections defined please contact the Manager of Information Technology.

The next tab of information you will need to enter is the Date and Time of the event.

Select your meeting date and time

Indicate if the Attendees can join the meeting before the actual start time

Indicate the estimated length of the meeting and whether it is a recurring meeting. If the date and time is in the future you will have a “Schedule Meeting” button. Otherwise you will have a “Start Meeting” button.

Next you need to move to the “Invite Attendees” tab.

Here you can enter the email addresses of the persons you wish to have attend your meeting.

Click the “Schedule Meeting” or “Start Now” button when completed.

If you are scheduling a future meeting you will be given the option of adding it to your Outlook Calendar.

Click the Add to My Calendar link

Click Open to open up Outlook with the meeting information

If all looks okay, click Accept to put the invitation onto your calendar. You will notice that the link for others to join, as well as the Audio conference information is included.

When you actually start the meeting (or perhaps when you join a meeting), you may get security warnings. Depending upon the exact message you will want to click on the message bar and “download File” or “run Active-X component”

The Meeting Center will then load (you will get this message while it is loading)

This is the primary Meeting Center screen. At the top left you have a Menu bar (File, Edit, Share, etc)

To the left is the main Window, and to the right are panels that perform various functions such as a Participant List, Text Chat, Notes, and Polls.

The Quick Start tab shown here gives you access to the Audio Conference connections, allows you to invite additional attendees, and select Applications to Share.

The Audio Conference option allows you to connect your meeting to a phone (or computer) based conference call. You can either dial into the conference call, or you can provide your phone number in the box on this screen and click Call Me to have the

meeting call YOU. Letting the meeting call you allows the meeting center to associate your phone call with your computer so that it can display your webcam (if you have one turned on) whenever you talk.

The Meeting Info tab gives you the dial in information for folks calling in to the meeting.

The Share option on the menu bar allows you to pre-load documents into the Meeting Center (such as a photo or movie file) to be shared with the other participants. You click on Share, then File and browse your computer for the file you wish to share.

The other type of sharing that can be used is Application Sharing. Click the drop-down list selector on the Share Application icon in the middle of the Quick Start Screen. You can then select the specific application you want to share with the other participants.

When you are sharing an application there is a “Control bar” that parks itself at the top center of your screen to indicate to you that you are sharing your application. If you mouse over this indicator it expands to give you several options.

You have the option to Stop Sharing, Make someone else the Presenter, or Pass the Keyboard and Mouse to another participant. Passing the keyboard and mouse gives that user control of the application and allows them to move around and type (perhaps to make changes in a document). Simply click your mouse as the presenter to take control back.

The Participants panel allows you to see the list of people in your meeting room. The person who is the Presenter is indicated by the little blue/green ball. If you want to make someone else the Presenter simply click on the ball and drag it and drop it on the person you want to be the Presenter. The Host can always reclaim the ball by clicking on it and dragging it back.

The icon below with the list symbol allows you to choose between list view and thumbnail (picture) view of the participants. Any participant with a web-cam can have their image shown. Up to six thumbnails can be shown at a time, with the system tracking the “active speaker” and automatically moving their image to the top.

ADMINISTRATIVE SERVICES WHO TO CALL

When a name is listed in BOLD, then that person should be contacted FIRST with your questions. The other persons listed may be contacted if the primary person is not available, preferably in the order listed.

Phone numbers and e-mail addresses are listed at the bottom.

For Questions About Contact

Address Changes Jill, Cynthia, Kris

Accounting Questions and Matters Margaret, Jeremy Todd

Cafeteria 125 Plan Kabel Business Systems 515-224-9400

Central Services Billings David, Roland

Check Requests Kristina, Margaret, Todd

Todd's Calendar and Appointments Cynthia

Church Remittances Except Direct Billing Jeremy, Margaret, Todd

Computers, (Hardware questions, Standard Software) District & Conference Center Alex

Computers, (Database and general questions) District & Conference Center Roland

Conference Center Maintenance Matters Cynthia, Todd

Council on Finance and Administration Todd

Death of an Active Clergy Diane, Jill, Kris

Death of ANY Retired Clergy, Clergy Spouse, or Child of Clergy Diane, Jill, Kris

Direct Billing Alyssa, Kris, Joni

Disability Procedures Joni, District Superintendent

District Parsonage Insurance Questions and Claims Todd

District Parsonage Major Repair, Maintenance, or Upgrade Todd

District Parsonage Sale and/or Purchase Todd

Health Insurance Administration Joni, Kris

Health Insurance Enrollment Joni, Kris

Health Insurance Coverage and Benefits Wellmark 800-524-9242

Health Savings Account Kabel Business Systems 515-224-9400

Health Reimbursement Account Kabel Business Systems 515-224-9400

Journal Questions and Changes Jill, Cynthia

Key to Check Out for the Conference Center Cynthia, Todd, Alex

Label or Mailing List Requests Jill, Roland

Legal Matters Todd

Loans - Rotating Jeremy, Margaret

Mailing Requests David, Roland

Moving Policy Administration and Expense Reimbursements Todd, Cynthia, Margaret

Moving Policy Exceptions and Interpretation Todd

Payroll Joni, Margaret, Kristina

Pension Administration and Enrollment Joni, Kris

Pensions, Board of Joni, Todd

Pension Balances & Investments General Board of Pensions & Health Benefits 800-851-2201

Printing Requests, e.g., Newsletters David, Roland

Scheduling a Meeting Room In The Conference Center Barb, Cynthia

Statistical Reports Todd, Roland

Telephone Problems and Questions Alex, Roland, Cynthia

Trustees, Board of Todd

Workers Compensation Insurance Questions and Claims Joni, Todd

Phone Numbers: 515-283-1991 Switchboard 515-283-1996 Automated Attendant Direct with Extension Number

Contact Person Ext E-Mail

Alex 8941 Alex.Stambaugh@iaumc.org

Barb 0 Barb.Higgins@iaumc.org

Cynthia 8920 Cynthia.Davis@iaumc.org

David 8918 David.Johnson@iaumc.org

Diane 8902 DKBrockmeyer@iaumc.org

Jeremy 8923 Jeremy.Jolly@iaumc.org

Jill 8917 Jill.Stanton@iaumc.org

Joni 8940 Joni.Mardesen@iaumc.org

Kris 8921 Kris.Wyatt@iaumc.org

Kristina 8938 Kristina.Merfeld@iaumc.org

Margaret 8936 MBiggs@iaumc.org

Roland 8924 Roland.Minshall@iaumc.org

Todd 8919 Todd.Weber@iaumc.org

GENERAL LEDGER ACCOUNT NUMBER STRUCTURE

The Conference uses a thirteen-digit general ledger account number arranged in the following format:

0 - 0 – 0 – 00000 - 00000 {entity} – {restriction} – {program category} - {account code} – {program/fund}

Entity - The first digit indicates the entity. Iowa Annual Conference is one and Board of Pensions is two.

Restriction - The second digit indicates whether the revenue is restricted and how: Zero indicates there is no restriction, one it is temporarily restricted, two is for pass through liabilities, and three for Permanently Restricted. For expenses, this digit is always zero.

Program Category - The third digit is always zero for revenue. For expenses, each number represents which program category or support service. Three is Clergy Support, four is Local Church Support, five is Institutional Support, six is Other Support, seven is Administrative Support Service, and eight is Fundraising Support Service.

Account Code - The fourth through eighth digits are the revenue or expense account code. A revenue code will always start with a four (five is an interfund) and an expense code will always start with a seven (eight for interfund).

Program/Fund - The last five digits is a unique number for each program or fund as it is sometimes referred. There is a structure within this number so that it indicates which board or agency. For example, the Board of Trustees program number begins with 10; the Board of Global Ministry starts with 05.

REVENUES AND SUPPORT ACCOUNT STRUCTURE

Revenue Beginning Series Account Number Gifts and Grants - 43000 Registration Fees - 44000 Sale of Goods and Services - 45000 Investment Earnings - 46000 Gain or Loss on Sale of Investments - 47000 Gain or Loss on Sale or Property - 48000 Miscellaneous Income - 49000

Expenses Beginning Series Account Number Salaries and Wages - 70100 Fringe Benefits - 70200 Occupancy - 71010 Office - 72010 Program Supplies - 73010 Professional Fees and Contracts - 73500 Insurance - 74000 Paid Staff expense - 75010 Non-Paid Staff expense - 75700 Events and Meetings - 76010 Expendable Equipment - 77000 Capital Assets - 77510 Cost of Items for Sale - 78000 Miscellaneous - 78500 Grants Awarded - 78750