Issue 100 of Administration Matters

Online hearings – 2025 ELCA Churchwide Assembly

The 2025 Churchwide Assembly hearings will be held on Microsoft Teams in the weeks prior to the assembly. These informative, nonlegislative sessions provide an opportunity to hear certain proposals scheduled for action at the 2025 Churchwide Assembly. In accordance with ELCA Constitution 12.31.A25., voting members, advisory members, resource members and people who fall under other categories approved by the Church Council may attend with voice. Others may watch the hearing yet shall not have voice. Hearings will take place 6-7 p.m. Central time on the following dates:
Tuesday, July 15: Memorials concerning Palestine and Israel.
Thursday, July 17: Recommended proposed edits to the social statement Human Sexuality: Gift and Trust (2009).
Monday, July 21: Recommended proposed social statement “Faith and Civic Life.”
Tuesday, July 22: 2026-2028 budget proposal.
Thursday, July 24: General memorials session.
The presentation portion of each hearing will be recorded for later viewing. More information about registering for the hearings will be posted in the “Pre-Events” section on the Churchwide Assembly web page.

Meet Gathering Expedition: A fresh kind of retreat experience

This fall we are rolling out Gathering Expedition, a regional weekend getaway designed for eighth- to 12th-grade youth and their adult leaders. We hope it will be meaningful and uncomplicated and will generate momentum — because faith isn’t just for the big moments every few years. It lives in the everyday too!
Throughout the weekend, your group will worship, wrestle with big questions, serve others and grow deeper connections with those in your community. It’s a space for young people to explore how God might be working in their lives. Whether you are new to ELCA events or an ELCA Youth Gathering veteran, the Gathering Expedition will give you a powerful space in which to pause, listen, grow and move. Faith is on the move. Let’s go! We can’t wait to see you on the road. Be on the lookout because registration will open very soon!
Upcoming stops:
Cross Roads (Port Murray, N.J.) — Sept. 26-28
Lutherhill (La Grange, Texas) — Oct. 3-5
Lutherdale (Elkhorn, Wis.) — Oct. 31– Nov 2

Together in Service: Portico Benefit Services’ 2024 Community Impact Report

Portico’s 2024 Community Impact Report highlights notable accomplishments in caring for our rostered ministers and lay employees. This year’s report shares stories of resilience, growth in financial well-being and health care access, and insights that strengthen ministry and reflect the power of community. View the 2024 Community Impact Report.

Microsoft licensing changes

On July 1, Microsoft stopped offering donated licenses for its Microsoft 365 Business Premium and Office 365 E1 plans. If you have either of these license types, you will soon need to move to a different Microsoft Cloud plan or find an alternative productivity solution. You can learn more and explore your options here: Microsoft to Discontinue Select Donated Microsoft 365 and Office 365 Plans.

Maintaining a parish register

Parish registers are vital for understanding your congregation’s population dynamics, family structures and social trends, providing detailed, longitudinal data on births, marriages and deaths over time. They also serve practical purposes such as documenting sacramental participation and facilitating connection within a parish community. These guidelines will assist pastors and other congregational leaders in keeping a parish register. >More

Risk control technologies

Every year ELCA congregations are impacted by water- and smoke-related losses to their property that severely impact their ability to conduct their various ministries. See the following for important free sensor and alarm alert technologies from our endorsed insurance partner, Church Mutual, that can help prevent such losses. >More

Issue 97 of Administration Matters

New opportunities for congregations to invest in clean energy

With the Inflation Reduction Act of 2022, congregations and ministries have an opportunity to receive reimbursements for clean-energy projects through the Direct Pay Program. The Mission Investment Fund and ELCA Federal Credit Union offer financing options to help get these projects started. Rebates and grants are available to offset the cost of solar panels and other sustainability initiatives. To learn more about how your ministry can take advantage of this opportunity, visit www.mif.elca.org/solar.

Welcoming Chris Johnson as Portico’s president and CEO

Chris Johnson began his tenure as Portico’s president and CEO in October. You can find Chris’ video greeting on Portico’s social media channels — including its new Instagram page — or watch it directly here.

Are you ready for Roth?

If any of your employees selected Roth after-tax contributions to their ELCA retirement plan during Portico’s annual enrollment, you need to make sure that your payroll vendor or internal payroll personnel are ready to handle withholding and remittance, starting with the first pay period in January. The Payroll Withholding Summary on EmployerLink can help you determine how much to withhold from your employees’ paychecks for Roth contributions, supplemental life insurance and other voluntary benefit elections.

IRS issues standard mileage rates for 2025

In December, the Internal Revenue Service issued 2025 optional standard mileage rates, used to calculate the deductible costs of operating an automobile for business, charitable, medical or moving purposes. Beginning Jan. 1, standard mileage rates for use of a car (also for vans, pickups or panel trucks) are:

• 70 cents per mile driven for business use, up 3 cents from 2024.
• 21 cents per mile driven for medical or moving purposes for qualified active-duty members of the armed forces, unchanged from 2024.
• 14 cents per mile driven in service of charitable organizations; the rate is set by statute and remains unchanged from 2024.

These rates apply to electric and hybrid-electric automobiles as well as gasoline- and diesel-powered vehicles. >More

Ten tips to help your church go green

Creation care: God declares all creation good, and we are called to be its caretakers. There are so many actions that any individual or church can take to defend God’s creation that it can sometimes be a bit overwhelming. These resources are not intended to be a comprehensive checklist but rather a tool to begin the process of thinking about what actions you and your church can take in keeping our planet green, clean and sustainable for all. >More

Issue 96 of Administration Matters

Staying safe in church

For most people, the church has always been a symbol of peace, a safe place where people can gather and worship. That has changed drastically over the last few years. We must pay more attention to church security to ensure that we are creating safe spaces for adults and children to worship, learn and grow as disciples. >More

2024 cyber security year-end review

Maintaining strong cybersecurity controls is imperative to protecting your organization’s confidential constituent data and securing your operations so you can continue to carry out your mission. >More

Plan ahead for 2025 Roth and payroll withholdings

Do you provide ELCA benefits through Portico? If any of your employees elected Roth after-tax retirement contributions, or changed their 2025 pretax retirement contributions, supplemental life insurance, and/or other voluntary benefit elections during Portico’s Annual Enrollment, you’ll need to adjust payroll withholdings for 2025.

Starting with pay periods in January, the Payroll Withholding Summary on EmployerLink can help you determine how much to withhold from your employees’ paychecks. Your employees who want more specific information as to how Roth contributions will affect their taxes should consult a tax professional. As always, your employees who receive ELCA retirement plan benefits through Portico can schedule an appointment online or call the Portico Financial Planners to get answers about Roth contributions at no additional cost.

Money matters

The COVID-19 pandemic forced churches to rethink many issues related to money. How much money do we need in our reserve accounts? How can we communicate financial needs without reinforcing a scarcity mentality? What technology should we use to collect money? If giving patterns shift, what priorities will we want to protect? Though we may have figured out the answers to some of these questions, we are likely still learning valuable lessons. >More

Inflation’s effect on houses of worship

Today it costs your church more money to do the same things it was doing before. How will you address rising costs? There are only a few options for navigating these cost increases: increase giving, cut expenses or rely on cash reserves. You would be wise to consider cutting expenses and focusing on what is core to your ministries. >More

Go Green! Save Green! – 12 Ways to Save in Your Congregation

By focusing on energy efficiency, sustainable transportation, less water consumption, waste reduction and mindful consumer choices, individuals and organizations can embark on a journey that benefits both their cash flow and the planet. >More

Issue 94 of Administration Matters

How to Create a Mission Endowment Fund: A Guide for Congregations

The ELCA Foundation has created a tool to help congregations that are considering an endowment. “How to Create a Mission Endowment Fund: A Guide for Congregations” provides a systematic approach to establishing a mission endowment fund, which enables congregations to be thoughtful stewards of bequests and planned gifts. You can find an electronic copy of the guide here. To learn more, you may also contact the ELCA Foundation at 800-638-3522 or email elcafoundation@elca.org.

Information needed when filing an insurance claim for embezzlement

Each situation is different, and no checklist or protocol fits all circumstances. Handling a suspected embezzlement by an employee may be quite different from handling one that involves a congregation or synod volunteer. Handling a current, ongoing embezzlement may be quite different from handling one that is discovered later and involves a person no longer working on the congregation’s or synod’s financial matters. This list provides some general advice, but you should consider all your options and get proper legal and accounting advice throughout the process.

New options from Portico for 2025

As the ELCA’s benefits ministry, Portico Benefit Services tries to keep pace with the financial, emotional and physical health challenges that members face. Watch Portico’s annual enrollment communications for news about its expanded 2025 health plan and its retirement contribution options affecting ELCA-sponsored members. These communications will be sent to employers this summer.

Thank you for your input about ELCA benefits. Through the Benefits reExamined initiative that began this spring, Portico is inviting plan members and organizations to join a dialogue to help discern and design changes to benefits so they can continue to meet the evolving needs of the ELCA community. If you completed the Benefits reExamined survey this summer, Portico extends its sincere gratitude. Find out more and watch for updates when you visit Benefits reExamined.

You have a story to tell

Storytelling is all about connecting with others. By sharing stories and uncovering our own truths, we convey important information that helps those around us relate. Storytelling builds empathy, enabling listeners to put themselves in someone else’s shoes and fostering the social and emotional intelligence that is the cornerstone of building strong relationships. >More

10 projects your church can tackle this summer

Summer can be a fun time for churches. Many host vacation Bible school, church picnics or other warm-weather events that provide fellowship opportunities for church members. However, summer is also a great time to regroup and prepare for the activities that fall and winter bring to a church campus. >More

File claims quickly to better protect your people and property

When you file a property claim within 24 hours, you can reduce the potential for the costly, long-term damage that can ensue when cleanup is delayed. In cases where you are displaced, filing a claim promptly will help you get back to your building faster. >More

Issue 93 of Administration Matters

Victim of embezzlement? Do you know how to proceed?

It is important to know what to do when your synod or congregation experiences embezzlement. Being prepared in some way will help you deal with a situation as difficult as this one. >More

Billions of federal dollars available for churches and nonprofits to go green

The Renew America’s Nonprofits grant aims to stimulate widespread energy improvements in the nonprofit sector to create a pipeline of energy- and cost-saving projects that will continue beyond the life of the grant. All applicants must have an active SAM.gov and Grants.gov registration in order to apply for a grant under the Inflation Reduction Act of 2022. You should register in these systems now if you think your congregation/organization may apply for a federal grant. >More

The warning signs of a mental health issue

According to a November 2022 blog post from Columbia Theological Seminary, the warning signs of a mental health issue include eating or sleeping too much or not enough, isolating oneself, having no joy in life or work, feeling helpless or hopeless, and increased or new alcohol or drug use. The top three things that improve pastors’ mental health are taking a sabbatical, joining a prayer or support group, and getting counseling, the post states.

May is Mental Health Awareness Month, and Portico Benefit Services urges members to make use of their ELCA-Primary mental health benefits and support programs. The support programs include 24/7 counseling with a licensed Employee Assistance Program (EAP) counselor via voice, text or video; Learn to Live, which provides coach-supported, self-paced and interactive cognitive behavioral therapy (CBT) programs; and Being Academy, which offers faith-based education on mental health and other topics.

Guidelines for purchasing insurance

The ELCA endorses Church Mutual Insurance Company, S.I., but this resource can help you understand and evaluate quotes for insurance coverage. >More

How to write a vision, mission and values statement

Creating a mission, vision and values statement provides the foundation for an organization’s business practices and decision-making. It gives a long-term view of what the organization wants to achieve and where it wants to be in the future, providing a sense of purpose and direction. >More

Issue 91 of Administration Matters

Registration for the 2024 Gathering, MYLE, the tAble, and Young Adult Gathering is currently open!

The ELCA Youth Gathering and Young Adult Gathering will take place in New Orleans on July 16-20, with MYLE and the tAble taking place immediately before on July 13-16. We’re thrilled to be back in such a vibrant city filled with history, great food and inspiring music. We’re also excited to share that the first 1,000 people to register for the Multicultural Youth Leadership Event (MYLE) and the first 200 to register for the tAble, our pre-event for youth living with disabilities, will receive a waived registration fee for those events. To learn more, visit elca.org/Gathering. If you have any questions, email gathering@elca.org. We’ll see you in the bayou!

January: New year checklist from Portico

What steps should administrative personnel take in January to ensure a smooth transition into 2024? Three things to check are that your withholdings are up to date, that compensation changes are recorded, and that your January bill is closely reviewed and is accurate. Church administrators can find detailed information on how to be prepared and record and pay bills with accuracy at EmployerLink.

Together we create Stories of Faith in Action

Across the ELCA we are connected through the stories we tell, hear and experience in ministry with, among and for one another. Our ELCA Stories of Faith in Action (SOFIA) are available to everyone at SOFIA (livinglutheran.org). Here you will experience a number of stories in action that lift up some of the vital ministries made possible by the generous Mission Support shared by the many ELCA congregations. Mission Support, which funds the ministries of your synod and churchwide organization, is available only because of the faith-filled regular offerings that individuals give to their congregations. This site also includes resources on how Mission Support funds ministry, as well as a devotion that can be used with SOFIA in council meetings, annual gatherings, Bible studies and wherever you gather to tell stories. We also encourage you check out, in the Mission Support tab, a monthly Mission Support Memo that includes additional stories, offers ways to engage and shares gratefulness! We are church together.

IRS issues standard mileage rates for 2024

In December the Internal Revenue Service issued the 2024 optional standard mileage rates used to calculate the deductible costs of operating an automobile for business, charitable, medical or moving purposes. Beginning on Jan. 1, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) are:
• 67 cents per mile driven for business use, up 1.5 cents from 2023.
• 21 cents per mile driven for medical or moving purposes for qualified active-duty members of the armed forces, a decrease of 1 cent from 2023.
• 14 cents per mile driven in service of charitable organizations; the rate is set by statute and remains unchanged from 2023.
These rates apply to electric and hybrid-electric automobiles, as well as gasoline and diesel-powered vehicles.

Bring results to your doctor at your preventive appointment

Many of us use January as a time to take inventory of our well-being. Based on research by the American Medical Association, “arranging for tests to be completed before the next visit” saves time, saves money and improves care. You can schedule any recurrent or necessary tests, draws or scans a couple of months before your preventive exam (such as a mammogram, blood draw or bone density scan). This gives your doctor information ahead of time and may save you an extra appointment.

Why do you need a finance committee?

Does your house of worship have an active finance committee? Or is there one person who takes on the task of managing your money and the responsibility of paying your bills? Here are five reasons why it’s important that a finance committee plays an active role in deciding what happens to money your members contribute. >More