RESOURCE TEAM

How to get in touch with the CO office:

The resource team works together to meet the needs of our campus staff, in order to contact us, please email the Resource Director.

Supplies

The Resource Team will resource you with any and all support raising related materials. If you would like any of the below made or created for you, please use this form to request these documents.

This includes:

• Business Cards

• Pledge Cards

• “CO Brief” Support Presentation

• Envelopes for supporters to mail in their checks

Printing at the CO Office vs. printing on your own:

The CO Resource Printer is available for you to print any support-related printing request. The CO Printer is not for personal printing requests.

If you’re going to need to regularly print via the CO Printer, please reach out to the Resource Director to set up a time to get your computer set up.

We recommend you have your own personal printer that you stock up on paper and ink on your own. Any personal printing that is related to support raising may be reimbursed for support related reasons. (see the Reimbursement Manual for more information)

What the Resource Team can print in the office:

• Pledge cards

• Support letters

What the Resource Team can have printed at an outside printer:

• Business Cards

• “CO Brief” Support Presentation

Things that are in stock in the office:

• Annual reports

• #10 Envelopes (larger size)

• #9 PO Box envelopes (“return envelopes”)

Print on your own on the Resource Printer:

How to connect to the CO Printer

(we will help you print your first batch of support presentation and support budget sheets, after that first batch you are welcome to call to see if the printer is available that day)

• support presentation (in .pages format)

• support budget sheet (in .pages format)

DASH

What is DASH?

The DASH is our staff only* hub where you can locate bible studies, stock photos for newsletters, reports, support raising materials, and much more.

Weekly Staff Report

Each staff is required to submit a Weekly Staff Report to their director(s). The purpose of this report is to be held accountable and for your director to know how they can aid you in the coming week.

What you can find on the DASH?

• Weekly Staff Report Form

• Diversity Scholarship Form

• Bible Study Resources

• Check Request

• Media & Design Request

• “Sending Money To Resource Team” Form

• Tax Exempt Info

• Liability Form (Online & Printable)

• SLP Dates

• Support Raising Materials

• Staff Pictures

• Stock Photos

• Logos & Graphics

*Disclaimer:

TATES CREEK PRESBYTERIAN CHURCH

Why TCPC?

Campus Outreach Lexington is an integral ministry of Tates Creek Presbyterian Church, Lexington, KY. The Session of Tates Creek Presbyterian Church assumes ultimate oversight of this ministry. The Session will approve the Campus Outreach Lexington Board which is delegated powers and authority to act on behalf of the Session as provided by this policy.

Hours of operation:

TCPC is open Tuesday-Friday 9am-5pm

How to access the building:

Resource staff are given FOBs to enter the building. For Campus Staff, you will be given a code to use on the days you need to be at TCPC.

Wireless access at TCPC:

Network: TCPC Staff

Password: 1TCPCst@ff

How to reserve a room at TCPC:

Fill out this form and email the resource director.

Policies and procedures for building use:

HUMAN RESOURCES

CO Lex policy manual

Pre-Staff Hire Packet

What’s in it

What to do with it

New Hire Checklist

[Description of the process]

Go to Asana

Submit tickets to Kasie (direct deposit, benefits, email signature, support

materials, email/drive set up, bio on website)

Build out in Asana

Job Descriptions (most recent versions)

Here are the job descriptions for COLEX

Campus Staff

Resource Staff

Campus Director

Area Director

Regional Director

COLEX Staff Standards

Staff/Student Dating - The general rule is staff are not allowed to date students.

1. 1. If a staff person is wanting to date a student then they are required to go through their area director before the first date, first coffee, etc…

   2. The exception to this policy is if a graduate is dating a student and then comes on staff. However, they must provide a clear plan on how to move forward with the area director.

Alcohol Policies

2. 1. Staff policy - General rule is if you are working there is no alcohol. If there is consumption of alcohol, you can not reimburse travel, meals, etc…

   2. Staff are asked not to drink alcohol around students

Family vs. Business Policies

3. 1. Families are welcome to any event we are hosting. However the following events are ones that Campus Outreach will not be thinking financially or logistically for. It will be up to the staff person to coordinate all arrangements.

• Fall Retreat

• December Staff Training

• May Staff Training

1. 2. For staff that are traveling up to speak at the Summer Project and desire to bring their families, which is welcomed, however the Summer Project will no longer be able to cover those expenses nor help with those family arrangements.

   3. You may reimburse these expenses out of your personal budget. Expenses would include: lodging, meals, etc…

Church Policy

4. 1. All staff in the Lexington Area are required to become a member of Tates Creek Presbyterian Churches.

   2. We ask our staff to attend one of the three TCPC services.

   3. If you are outside of the Lexington area then you may attend another local church.

Counseling Policy

5. 1. For Staff - We will cover the first session and then from there it will be case by case. Your first session will come out of your support account. Any sessions after will need to come out of your personal account unless otherwise approved by the leadership team.

   2. For Students - We will cover the first session on a request basis.

   3. This should be viewed as a common practice which may be suspended or adjusted at the discretion of the COL Board.

COLEX Staff Organizational Chart

LINK

Activating Compensation

When can a new staff member start receiving a paycheck? What are the financial guidelines for new staff?

• New staff will be activated after reaching 100% of their support goal.

• New staff will be allowed to reimburse support-related expenses (envelopes, printing, travel, etc.). Receipts should be saved during the support-raising process. New staff will be able to submit their first expense report once they have raised 85% of total support.

• New staff will not be able to submit for a computer purchase until they are fully supported and meet all necessary requirements.

How do I activate a raise that I have been approved for? How frequently can I raise my compensation?

Requirements for activating a raise:

1. Your support must be 110% of the total budget you are intending to activate.

2. You must have at least 1 month’s cost in your staff account.

Process for requesting activation:

1. Review your numbers to determine whether you have met the thresholds above.

2. Contact your area director to let them know you believe you have met the thresholds and would like to activate your raise.

3. Your area director will confirm your numbers and refer you to the financial director for final approval.

4. If approved by the financial director, your new budget will be activated.

Other important information:

1. In order for a budget to be activated in a given month, the request for activation must reach the financial director by the 10th of that month.

2. You can only activate a new budget once per fiscal year

Compensation policies and procedures

• Below are the base pay ranges you are allowed to request a salary within by pay grade:

INSERT CHART HERE

• These base salary ranges are adjusted based on the following criteria to determine actual salary range for each staff:

• Tenure - For every five the staff member is employed by COL their gross annual salary may be increased by $2000.

• Educational Experience - For every postgraduate degree, their gross annual salary may be increased by $2000.

• Assignment Area Cost of Living - The applicable salary range for areas outside of Lexington utilizing U.S. Department of State data or comparable data.

Budgeting

• Your available compensation and benefits that you are allowed to activate during a fiscal year are determined by the budget that is approved by our board for you for that year

• Each year, all staff submit a budget proposal to the board for approval - the budget proposal and approval process is detailed below:

April - The resource team will generate a budget submission document or form for each staff and will give a training on how to complete your budget as well as on the policies governing compensation and benefits

Beginning of May - Staff will submit their budgets to their area director

By End of May - Area directors will review staff budget submissions, go over them with their staff, and submit them to the financial director

June - The financial director will review all of the budget proposals, work with staff to make any adjustments necessary, and prepare the proposals for the board

Late Summer - The board will review budgets, make any adjustments they see fit, and give final approval. Approved budgets will then be communicated to staff

Holidays

Below are the holidays that COLEX recognizes

• MLK Day

• Good Friday

• Memorial Day

• Independence Day

• Labor Day

• Thanksgiving

• Christmas eve and Christmas Day

Depreciating Staff Computers Policy

LINK

Benefits

Benefit Election Form

CO/TCPC Benefit Guide

Medical Coverage

Health Rewards Program

LiveHealth Online Telehealth Program

Anthem App Information

Summary of Benefits and Coverage

Time Off

Babysitting Policy and Aim

1. We value our wives as indispensable ministry partners in the advancement of our vision to build laborers on the campus

2. We love all the children that God has blessed our staff families with

3. We want to facilitate our aim that all wives, and in particular moms, might participate at whatever level they and their husbands determine in our vision

4. We don’t want child care to be an undue barrier to wives participation in ministry activities, specifically, staff training.

5. We recognize that each couple has unique needs and patterns with regard to child care.

Our plan is below and will be the plan going forward for all staff trainings:

1. As long as God provides the means we will pay for babysitters for staff training out of the COM budget.

2. Because of the complexity of many families with many children at different ages, each family will secure their own babysitters

3. When possible, and convenient, families will try to combine babysitters for children

4. Families will need to fill out the Babysitter Benefit Form for staff events. The form will be sent to the staff’s email via Adobe Sign.

5. A taxable benefit will be paid to the staff through payroll during or before the staff event.

6. In 2017, we paid staff a taxable benefit through payroll of $230 for August Staff Training and August Staff Fellowship, $100 for December Staff Training, and $170 for New Year’s Conference.

Retirement Plan

FAQ’s

• Example: What happens if I come off my parents’ insurance, what’s the diff 401k v. 403b?

Paystubs

Direct Deposit

When filling out your initial paperwork, you will complete a direct deposit form, where you will include a copy of a voided check - this information will be used to set up your direct deposit through our payroll system

If you ever need to update your bank account for the direct deposit, you can fill out the form again, attach a new voided check, and send it to the resource director

Understanding the details on your paystub

W4 Income Tax Withholding

Health Savings Account

2020 HSA Election Application

HSA Plan Information

• Contributions

  • For family coverage, Campus Outreach will contribute $4000 a year to your HSA from your staff account

  • For individual coverage, Campus Outreach will contribute $2000 a year to your HSA from your staff account

  • You can elect to add additional contributions to your HSA, which will be deducted from your paycheck pre-tax. These contributions are capped at different annual amounts for families and individuals. For 2020, the total contribution cap (including employer and employee contributions) is $7100 for families and $3550 for individuals. If you would like to make an alteration to your employee contribution, contact the resource director.

• Expenses eligible for use of your HSA are determined by the IRS, which releases Publication 502 each year to outline what healthcare expenses are tax-deductible

Closing your HSA

Reimbursements

Bill.com instructions

• We use Bill.com to issue reimbursement payments to staff. You will only need to log into Bill.com in the following three circumstances:

  • You are setting up your reimbursement direct deposit for the first time

  • You are making alterations to your direct deposit

  • You want to see the status of a payment or a history of payments

• When the resource team adds you to Bill.com, you will receive an email with an invitation to create your account - follow the instructions to set up your account and your direct deposit information

Reimbursement policies and guidelines

Expense reports are submitted using Expensify, which new staff will receive training in

Expense report process:

• 1. Reports are due by the end of the day on Monday of each week

  2. Reports will be reviewed and approved by area directors by the end of the day on Tuesday of each week

  3. On Wednesday, the resource director will give final approval and submit the report for payment

  4. Payment will be received generally by Friday of that week

New staff will receive training on what expenses are reimbursable when they are activated, but you can always refer to IRS Publication 15-B, which is what the financial director refers to when determining if a questionable expense counts as non-taxable income

TAX EXEMPT INFORMATION

Federal Tax ID: Also known as EIN

58-1582598

Link cover letter

Federal

State::

Kentucky

Florida

Ohio

Indiana

Tennessee

Georgia

TECHNOLOGY SYSTEMS

Google Login

Email

Calendar(s)

Purpose

We recommend using Google Calendar to view your personal, campus, and all-staff calendars in one place to ensure meetings are kept and allow staff to see when others are available.

All-Staff Calendar

Click this link to add the COLEX Shared Calendar to your Google Calendar

Google Drive

Purpose: To store files for events, student tracking, support tracking, mobilization, staff operations, etc in a location that allows collaboration and information sharing. Also serves as an archive for past events and files. Files include word documents, spreadsheets, Google forms, saved PDFs, and more.

Drive.google.com

COLEX Google Shared

Saving Files: As most files are shared across all CO franchises, naming structures are important. Files should be named:

[Year] COLEX [event or staff member] [document name].

Example: 2020 COLEX SLP Applications

Sharing Files: Use caution when sharing files and folders with anyone outside of our organization. When you share a folder with someone, they have access to everything within that folder, including sub-folders.

File Ownership: If a file is the kind of file that you would want to live on past your days on staff, then it’s very important to make sure you add it to our COLEX Shared Drive. Doing that ensures that the COLEX Shared Drive has “ownership” of the file, so that when we delete your staff account one day, we don’t lose the file.

Asana

Asana.com

Purpose: A to-do list service that syncs between your computer and phone. It’s best used within a team, where tasks need to be assigned to other people. It also is helpful to create recurring tasks that you need to be reminded of each week/month.

Assigning task, projects, due dates & organization

MailChimp

Mailchimp.com

Purpose: Used for monthly updating and communicating with supporters. Recommend starting this during the support raising process to keep supporters informed and to develop partnerships with early supporters.

Templates

• MailChimp Email Template

Slack

colex.slack.com

Purpose: Used for staff communication that is more immediate than email. In other words, it’s our replacement for group texting.

Tips

• Use the #co_general channel for work-related communication that is not urgent. Use #co_watercooler for posting things that don’t directly relate to work, like memes or local events. If you have something work-related and urgent to post, send it to the Resource Director or Regional Director, who are the only two staff allowed to post in the #co_urgent channel.

Expensify

Purpose: Used for staff reimbursements that align with the amount on your budget proposal at the beginning of the physical year for ministry expenses (i.e. meals, travel, office supplies, bible study resources)

Tips

• Must submit a report prior to 60 days of the date on a receipt.

• Circle the total amount and date on each receipt.

• Your description of the expense must include who, what for, and where and written in a complete sentence.

SOLA

Trustsola.com

Purpose: Used to manage your donors and monthly income.

SUPPORT

Support Process

Support flow chart

Link

In office vs. pledged support numbers

• In office means fully processed, whether paper or online giving, so that all donor information is entered into the Ministry Platform, checks have been scanned or deposited, and thank you’s have been sent.

• Pledged support includes a commitment made to the staff or the office of intent to give support. This is giving that has not been completed by giving a voided check or scheduled online. Only “in office” support is added to a staff’s support account.

SOLA

Reports

Reports stating who has given or completed a pledge will be added to the “Reports” section under the Expenses tab within each staff SOLA account. Monthly numbers are updated once per month, and supporter information within SOLA are uploaded as new support comes in.

LGL

This is the tool used by the Resource Staff to track all of the giving that comes in from supporters. All of the data that the Resource Staff enters into LGL automatically flows into SOLA two days later for you to track giving.

Giving Online vs. Giving via Check

SUPPORT RAISING RESOURCES

Pledge Cards

Support Presentations

Support letter template

Messaging script

Phone call script