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Funding Short Term Mission Trips

Rod WiltroutChurch Finance Specialist

CSBC(559) 256-0858

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Decisions, Decisions…

• Will the church provide all funding for mission participants?

• Will the participants provide all funding for mission trip?

• Will funding be a combination of the two?

The first decision is who will go… Then:

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Handling the Money

• Who will do the fundraising?• Will funds be raised in individual names or in

the name of the Mission Trip?• Where will the funds be kept?• How will funds be awarded to mission

participants?

If you are fundraising for all or part of the trip:

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Who will do it?

• Individuals can raise the funds, but must be sure to use church approved methods if the Church’s name will be used

• A written policy and procedure should guide all mission trips to ensure continuity and avoid possible issues from over zealous fund raisers

• Your Church Matters offers a Policy and Procedure manual for a nominal cost

• www.yourchurchmatters.com

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Sample Policy & Procedure

First ABC Church Short Term Mission Projects Contribution GuidelinesApproved January 1, 2010

Purpose:• The Missions Ministry Team shall evaluate all applicants for fundraising for short

term mission trips. Scope:• Upon approval by the Missions Ministry Team each applicant may personally solicit

those who might make a contribution to the church Mission Trip Scholarship Fund to help offset the costs of participants.

Roles and Responsibilities:• Applicant may send out letters of solicitation seeking financial support for mission

trips.

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Will Funds be raised in individual names or in the name of the Mission Trip?

• Donations in Mission Trip’s name are tax deductible contributions if the church will award who gets the funds

• Funds raised in individual’s name will not be tax deductible

• Checks are made out in Church’s name with Mission Trip designation in memo line of donor’s check.

• Solicitor’s name is NOT to appear on check

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Will Funds be raised in individual names or in the name of the Mission Trip?

• Checks with Solicitor’s name on it will be returned to Donor

• Upon collecting all the funds the solicitor compiles a listing of contributors and amounts and turns in to the Missions Office of the church

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Where will the Funds be kept?

• Policy should dictate how funds are handled• Funds should be in a designated account• Funds should be accessed by check request• All expenditures should be accounted for with

receipts and return of unused funds to designated fund

• All residual funds would be designated to the next mission trips per church policy

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How will Funds be awarded to mission participants?

• Funds are awarded whether participants did or did not raise funds

• Committee in charge of trip awards who will go and how much will be given to each participant

• If working in a fund raising event is required in order to receive money from the church for the mission trip expenses, the IRS says the individuals receiving the money are employees with all attendant costs and withholding

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If Personal Funds are Used…

• If a participant spends more than $250.00 of his own money on mission expense, the participant must get a letter from the Church thanking the participant for going on the mission trip, including dates. It’s a tax issue

• Money spent on a “fun day” does not count. It must be spent on actual mission costs i.e. meals, travel, items used during the trip

• No personal care items are included in mission trip costs

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What Questions can I answer for You?

559 256-0858-direct line

559 287-7840 cell phone

rwiltrout@csbc.com