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Finance coordinator

“Give, and it will be given to you. A good measure, pressed down, 
shaken together and running over . . .” – Luke 6:38a 

Too many missionaries walk their financial journey alone. Providing assistance in the raising and tracking of finances blesses the missionary greatly!


Start-up decisions

As finance coordinator, discuss and decide with the MST and the church treasurer whether contributions will be made payable to and sent to your church or to EMM. Receipts must be issued by the organization to whom the contribution was made payable.

Some MSTs prefer to have contributions made payable to and sent to the church and then forward the funds to EMM as needed. This option requires a willing church treasurer to do the work of receiving and receipting contributions and forwarding funds. It also gives the church control over any funds remaining after funds are forwarded to EMM to meet the budgeted financial commitment.

Other MSTs choose to have contributions sent directly to EMM. This transfers the work of receiving and receipting contributions to EMM’s financial staff and eliminates the need for forwarding of funds. Any surplus funds in a missionary’s support account at time of completion are controlled and redirected by EMM, although the MST can share their preferences for extra funds being used in similar ministries.


When the church receives and receipts contributions

If this option is chosen:
  • Establish a line in your church’s budget for the missionary’s ministry – for example, “Venezuela Missions Project.” (Donating to the ministry, rather than a specific person, allows donations to be tax-deductible.) 
  • Decide on a communication system with the church treasurer. How and when will the church treasurer inform you of contributions received so that you can track the amount of support given or pledged to date? 
  • Work with the church treasurer to see that funds are forwarded to EMM on a regular basis. You will know how much to send after your missionary’s budget is finalized. You may forward funds on a monthly or quarterly basis. 

Tracking and reporting financial support

Your most important task while the missionary and MST are raising financial support will be keeping an accurate record of actual and pledged contributions. This information will come to you either from the church treasurer or the MST coach at EMM, depending on where contributions are being received. Use forms that help you track both one-time gifts and pledged recurring contributions on your computer. You can use the forms in this manual or create your own.

Plan to regularly report the fundraising progress to the missionary, the MST, the MST coach at EMM, and the missionary’s support network. Since missionaries need to have 100% of support raised before going to the field, knowing the current percentage of support raised helps all involved make plans for the best time to attend EMM training events and to target a realistic departure date.


Confidentiality

Should the missionary and the MST know who has given and how much? One wise approach is to inform the missionary and the MST of only who gave gifts or made pledges without sharing amounts. Avoid associating names with money figures.


Maintaining necessary balances

Your MST may opt to send reminders to those who have promised to give on a monthly or other regular basis.

While the missionary is on assignment, you will receive monthly reports from EMM showing contributions received year to date and the balance in the missionary’s support account. If the balance is low or dropping into the red, notify the rest of the MST of the need for action. Contact the MST coach for help if needed.


Thank you notes

Along with the other members of the MST, decide how you will handle thank you notes. Consider sending thank you notes to supporters after you receive their first donation, or at the end of the year. Supporters want to know their donation was received and appreciated. Also provide the missionary with the names and addresses of financial partners so he or she can write personal, handwritten thank you notes at least yearly.


MST expenses

The cost of mailings, thank you cards, paper, ink/toner, postage, software, printer, internet access, computer, etc. related to raising or responding to financial support for the missionary’s assignment can be covered in one of the following ways:
  1. The missionary pays these costs as his/her contribution to the mission endeavor. 
  2. MST members pay equal shares of these costs. 
  3. The missionary’s home congregation provides printing at no charge. 
  4. The missionary and the MST choose to include “development assistance” in the missionary’s budget and receive a once-a-term amount of up to $500 to cover these expenses. This raise the overall amount of a worker’s budget but is a good option for those who would struggle to cover the costs of fundraising.
  5. A home congregation receiving and receipting contributions for missionary support reimburses MST expenses with above-budget funds received.
See section 3 Financial support for additional helpful resources. 
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