SFC FOUNDATIONSROLE AND RESPONSIBILITIES

THE WOMEN’S CONNECTION HANDBOOK

Each of you should use whatever gift you have received to serve others, as faithful stewards of God’s grace in its various forms. – 1 Peter 4:10, NIV

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Stonecroft exists so that women are reconciled to God through Jesus Christ.

Role and Responsibility Highlights

Thank you for serving! As Financial Coordinator or Financial Co-Coordinator, you desire to handle all finances in a responsible way that honors and glorifies our Lord Jesus Christ. This involves coordinating your local finances as well as contributions that enable Stonecroft (through Friends of Stonecroft offerings and Fall Fundraisers) to impact the world for Him.By accepting this responsibility, you affirm that you have read and agree with the Stonecroft Statement of Faith. The Statement of Faith can be found on stonecroft.org and in the Women’s Connection Handbook.

“This service that you perform is not only supplying the needs of the Lord’s people but is also overflowing in many expressions of thanks to God.”

– 2 Corinthians 9:12, NIV

Before the Event1. Make an attractive welcome sign for the ticket

table that includes instructions on whom to make checks payable to, the local Group, and the cost.

2. Individual guest checks must be made payable to the local Group’s name. One check from the local Group’s bank account should be written to pay for the meals and other meeting facility expenses.

3. Check with the Reservations Coordinator regarding a count and guaranteed number of reservations for the outreach meeting.

4. Number the Welcome Cards. It may be helpful to include the date for record keeping.

5. Obtain a bank account endorsement stamp for faster processing of checks.

6. Prepare a cash box with enough starting change to support your meeting needs.

7. Change should be provided by writing a check from the local Group bank account, which then must be redeposited after each meeting.

8. Obtain two blank copies of the Financial Summary and be prepared to complete them. (If using the online form, you only need one copy.)

9. Take the Group checkbook and a secure bag to carry the money.

10. If utilizing prepaid reservations: Receive prepaid reservations and checks for

the outreach meeting. Endorse all checks made payable to your

local Group and deposit in the Group’s checking account, keeping accurate records on all transactions.

Keep a list of prepaid reservations. When reservations are due prior to the meeting, submit these names to the Reservations Coordinator and update as needed.

At the EventSetupArrive early to properly set up and

welcome guests. Reserve a seat for yourself and your

assistant near the entrance to assist late arrivals. Give the speaker’s check to the Vice

Chair. If utilizing prepaid reservations, place

the Welcome Cards for those with prepaid reservations with their name tags.

Receive guests’ payments for mealsChecks should be made payable to

the local Group.Even if utilizing prepaid reservations,

receive payment from guests with unpaid reservations or walk-ins and give them a Welcome Card. Count the guests with another Planning

Team member or assistant and confirm with the head of the wait staff immediately after all the guests are seated.

After the Event1. Process Ticket Money, Contributions, and Complete the Financial Summary Report

Count the ticket money in a location out of the flow of traffic. Complete the ticket section of the Financial Summary in duplicate. It’s best to

complete in pencil until you know it balances. Ensure that ministry effectiveness Group Ministry information (i.e., total attendance,

number of decisions for Christ, number of first-time guests, Gospel shared, and number of SBS or small groups offered) is included on the Financial Summary. Obtain appropriate information from the Chair.

Confirm the number of attendees and final charges with the facility. Pay the invoice and obtain a copy for your records.

For accountability purposes, two people must be involved in counting funds and preparing the Financial Summary. Both parties verify the information by signing and dating the Financial Summary form.

After the EventProcess Ticket Money, Contributions, and Complete the Financial Summary Report - Continued

It’s important to have all the money secure and delivered to you and not visible to the guests.

Processing Checks. Be sure the date is accurate, verify consistency with check amount (numerical and written amounts), and confirm that each check is signed. Watch for specific designations on the memo line of checks to ensure they are properly designated on Pages 2 and 3.

Processing Envelopes with Credit Card Information: Verify all credit card information on the envelope is completely filled out and contains a signature. You will send the envelope flap to Stonecroft for processing.

If a speaker or musician is permitted to sell their products (approved books, CDs, DVDs, etc.), they are asked to give a minimum of a 10 percent donation from their sales to Stonecroft. This money should be given to the Financial Coordinator at the end of the event or circuit. This donation is receiptable and should be included on Pages 2 and 3 of the Financial Summary form (which will become part of the calculation on Page 1, line 19).

After the Event2. Record all local INCOME, including the following:

Printing sponsor: The person contacting each sponsor should inform the Financial Coordinator whether the

sponsor considers it as advertising (non-receiptable) or as a donation (receiptable).

For advertisement with acknowledgment on the invitation, a business pays printing cost and no tax-deductible receipt is given. (List on line 4 of the Financial Summary.)

As a charitable donation, an individual or business pays printing cost and a receipt is given. (List in Column C on Pages 2 and 3 of the Financial Summary.)

If it is a charitable donation, the donor’s name or business is not included on the invitation.

After the Event3. Record all local EXPENSES, including the following:

Printing of invitations paid by Financial Coordinator or directly from sponsor to printer Speaker expense Decorating supplies Child care expense Printing invitations Postage Other

For accurate record keeping, pay by check and keep receipts.

Tax-deductible receipts may be requested by an individual paying for a specific local expense (decorating supplies, postage, etc.) if a paid receipt for the items purchased is submitted to the Financial Coordinator. This amount also must be listed as a local expense on the report. Keep the receipt with the Group copy of the Financial Summary.

After the Event4. Complete the remaining portions of the Financial Summary

Reserve Limit

Based on your bank’s fee schedule, up to $300 may be kept in this account after monthly expenses are paid. A higher reserve limit must be approved by Stonecroft.

When your reserve limit is reached, include extra funds on line 26 with the contributions sent to the Home Office to be used for expanding the ministry’s outreach.

If a sizable gift designated to offset expenses causes the local reserve to exceed the approved limit, contact groupfinances@stonecroft.org for instructions.

After the Event5. Prepare the deposit and record the deposits on Page 1 of the Financial Summary.

Separate deposits are recommended: Meal money Checks and cash contributions received from Friends of Stonecroft offering Child care Decorations

For your protection, it is necessary that Group funds not be held in cash for any longer than required. All cash and meal checks should be deposited into the local account within 24 hours.

It is imperative to balance the checkbook with the bank statement every month. The Administrative Assistant or some other member of the Leadership Team with experience in bookkeeping should verify the bank reconciliation with the Financial Summary every month.

groupfinances@stonecroft.org

Ministry Support – Group Finances800.525.8627

Work willingly at whatever you do, as though you were working for the Lord rather than for people. Remember that the Lord will give you an inheritance as your reward, and that the

Master you are serving is Christ. Colossians 3:23-24, NLT