Issue 54 of Administration Matters

500th Anniversary of the Reformation

The 500th anniversary of the Reformation is just over 60 days away! Hopefully, you’ve been able to host an anniversary activity. If not, it’s not too late. Consider hosting a “With New Voices” Small Catechism study, a showing of the latest Martin Luther documentary or host a livestream of the ELCA’s Oct. 31 anniversary commemoration. You can access all the resources needed at ELCA500.org and stay up-to-date on what’s happening in congregations and synods around the country (and world!) on Facebook and Twitter. So, connect today to share photos of what your congregation and synod is up to for #ELCA500.

Lutheran Disaster Response is here to help

September is Disaster Preparedness month. And what a devastating month it’s been, with many disasters wreaking havoc and destruction, not only in the U.S., but around the world. Several years ago, Lutheran Disaster Response produced a Congregational Disaster Preparedness Guide to help congregations prepare for and respond to a disaster. The free guide can be downloaded as a whole or in three parts. The first section addresses congregational preparedness, the second congregational response and the third section has worksheets congregations can use as they address this work. To save on printing costs, it is only available by download at ELCA.org/Resources/Lutheran-Disaster-Response#General.To help with the response go to: http://www.elca.org/ldr.

Congregational Audit Guide

An audit should be conducted periodically to review compliance with regulations, ensure the effective operation of the congregation, maintain or enhance its reputation in the community and instill a sense of confidence that all is functioning well.>More

Electricity: powerful tool – lethal hazard

Electricity is a powerful tool. It can also be a lethal hazard. Better safety standards have reduced electrical problems that cause deaths, injuries and property damage, but good safety habits are still the best prevention against electrical accidents. >More

ELCA group tax exemption

Most ELCA organizations are included in the ELCA group exemption filing with the IRS. A certification letter may be requested when you apply for a bulk mailing permit, state sales tax exemption, to receive grant or matching funds, estate settlement or simply for proof of tax exempt status. >More

Issue 53 of Administration Matters

Congregational Ethics Policy

The highest degree of stewardship and fiduciary responsibility is expected of all employees, including the receiving, reporting, and use of funds, property, and time. Employees are responsible for complying with laws, regulations, and congregation’s policies and procedures. >More

Independent Contractor or Employee?

Correctly classifying employees and independent contractors is crucial for each congregation and church entity. Here is a checklist that could help you review employment classification. >More

Legal resources

A reminder that the ELCA has legal resources available on its website at http://elca.org/en/Resources/Legal. The resources include information on some of the most common legal issues faced by congregations, such as employees and volunteers, tax, sexual misconduct, property, and financial issues. While not a substitute for legal advice, these resources can help point you in the right direction. >More

Church Mutual Insurance free sensors program

Don’t let your church services be disrupted. When it comes to peace of mind concerning church building safety and property damage due to cold weather-related incidents and power outages causing sump pump shut-off, there is an answer. Church Mutual has introduced a free temperature and water sensor program that alerts eligible Church Mutual insureds before damage can occur. >More

Financial best practices for congregations

Creating an environment with financial controls and best practices ensures that the resources entrusted to the church are handled in the best possible ways. It also ensures compliance with accountings rules and regulations. The Financial Best Practices for Congregations presentation highlights key aspects of separating financial duties, safeguarding offerings, handling expenditures, among other items, to ensure proper controls and compliance and assist in reducing the risk of misconduct and audit findings. >More

ELCA Federal Credit Union

As we celebrate our one-year anniversary today, we are excited about the positive financial impact the ELCA Federal Credit Union is having on our members’ lives. We invite you to watch our new video that explains how credit unions operate—and how we are helping our members do more with their money. Please feel free to share this video with members or employees of our congregations, synods and ministries; they are also eligible to enjoy the many great benefits of belonging to our credit union.

Issue 52 Of Administration Matters

Gathering opportunities for the summer

• The ELCA will host its first Rostered Ministers Gathering in Atlanta at the Sheraton Downtown Aug. 7-10. This will be our first-ever ELCA-wide opportunity for our rostered ministers to assemble for worship, education and fellowship. Register now!
• The Tenth Triennial Gathering of the Women of the ELCA will be held July 13-16, 2017, at the Minneapolis Convention Center, in Minneapolis, Minn. “All Anew” is the theme. Register now!
• Every couple of years, men from all over the country gather together for a weekend huddle that is called the BOLD GATHERING! On July 21-23, 2017, join us in Minneapolis to be encouraged, to worship, and to connect and serve! Hundreds will be gathering in the Minneapolis Marriott City Center to celebrate being bold daring followers of Jesus Christ! Early bird pricing ends May 31. Register now!

Congregational treasurers financial and accounting guide

This guide for treasurers and bookkeepers reviews the responsibilities of the treasurer, creating the chart of accounts, financial reporting and other topics. >More

HR Series – Records retention

A sound document-retention policy isn’t just a necessity these days, it’s mandatory! If just one important document is misplaced, misfiled or unintentionally destroyed, it could mean trouble. Identify required and important documents and make sure they are properly stored. >More

Congregational model Audit Committee Charter

The primary purpose of an audit committee charter is to provide oversight of the financial reporting process, the audit process, the system of internal controls and compliance with laws and regulations. The charter governs the operations of the Audit Committee. >More

Controlling office supply costs

Many organizations spend more on office supplies than necessary. Here are several ideas that congregations may find helpful in reducing their office supply costs. >More

Armed intruder security

No congregation is immune from acts of violence. Find out what you can do. >More

Issue 51 of Administration Matters

Updated tax guides now available through Portico

Portico Benefit Services provides pastors and congregations participating in the ELCA benefit program with no-cost access to Richard R. Hammar’s annual tax guides. Members can use their Portico login.
For pastors, “Clergy Tax Return Preparation Guide” gives special attention to topics most relevant to ministers. >More
For congregations, “Federal Reporting Requirements for Churches” helps congregations understand their federal tax reporting requirements. >More

Buildings and grounds protection

Forty-five hundred churches are the victims of burglary each year, with the median burglary loss estimated at $2,000. >More

HR series – orientation

Few things in life are as exciting – or as harrowing ­– as starting a new job. It’s important that you make the new employee feel welcome and valued. Remember, first impressions last a long time and this is your opportunity to make it a good one. >More

Records retention information

It is important to know which records and information a congregation or synod should keep and which can be discarded. Some records need to be maintained permanently and others should be discarded periodically. Congregation records retention schedule. Synod records retention schedule.

Webinar for existing nonprofit users of QuickBooks

TechSoup provides donated products, services and educational resources for nonprofits, including webinars. A webinar on using QuickBooks for faith-based organizations is available for on-demand viewing. An upcoming webinar takes a deeper look for nonprofits already using QuickBooks for managing their accounting. The webinar, scheduled for March 22 at 1 p.m. Central time, covers these topics: best practices for list setup; different methods for entering income; using QuickBooks as a donor database; auto-allocating expenses to programs; reports for your board; tracking restricted grants; inputting in-kind gifts. Register online for this free webinar. >More

‘Here We Walk’ Lenten fitness challenge

Trinity Lutheran Church in Mason City, Iowa, is practicing healthy habits and teaching about the ELCA’s heritage this Lent. Parish nurse Becky Elsbernd shared Trinity’s resources with Portico for others to try. Members can use the Portico login. >More

Issue 50 of Administration Matters

HR Series – checking references

Checking references is an important part of the hiring process. While it may feel like just one more step, checking applicants’ references can actually save time, money, effort and a lot of embarrassment. >More

Internal control weaknesses

Many ministries have questions about internal controls and how to effectively address or prevent vulnerabilities. Being willing to consider these issues is an important first step in addressing any weaknesses. >More

Emergency planning

Severe weather can happen anytime, in any part of the country and it may lead to hazardous conditions produced by thunderstorms, damaging winds, tornadoes, large hail or flooding, as well as those associated to winter storms such as freezing rain, sleet and snow. Congregations should develop an emergency plan based on their local weather hazards and practice their plan. >More

Writing minutes like a pro

Do your hands cramp up at the thought of recording meeting minutes? When you’re writing out your notes, use some of the following tips to take effective minutes with confidence at each and every meeting! >More

Issue 49 of Administration Matters

Mission support interpretation resources

The ministry of the ELCA is present around the corner and the globe. Financial resources shared from congregations, synods and churchwide, called Mission Support, are deployed across this church and work to transform God’s people and God’s world. Three new Mission Support interpretation resources are now available for use in ministries across the ELCA:

• Stories of Faith in Action is a printed resource that shares stories about ELCA ministries and impact all around the globe.
• Where does my offering go is a printed resource that shares how Mission Support financial resources are invested to support churchwide ministries around the globe.
• Where does your offering go? is a video showing how congregational offerings support the ministries of the ELCA.

It’s annual enrollment season in the ELCA.

Congregations have already chosen a health benefit option, and the window for plan members to complete their benefit selections closes Nov. 16. If you sponsor people through Portico Benefit Services, it’s time to review their choices on EmployerLink. Then, in December, return to see how much to withhold from paychecks in January. >More.

HR Series – the job interview: asking the right questions

The hiring process can be daunting, but knowing how to conduct a successful interview can help you land the best employee. A job interview provides a valuable opportunity for you and the candidate to learn about each other and make an informed decision. >More.

Selecting management software for your congregation

Church Management Software (ChMS) can help with a range of administrative tasks in your congregation: member database, donation tracking, visitation logs, congregation finances, etc. If you are shopping for a new or replacement ChMS, the Congregational Resource Guide has an index of at least 11 articles, organizations or websites that can help in that selection process. >More.

About W-9 and 1099 IRS Forms

If you have independent contractors working in your congregation this year, it is important to ensure, before you make payment, that you have a completed IRS Form W-9 in your files for each of them. As the end of the fiscal year approaches, you want to confirm that all your documentation is in compliance with IRS rules which will also be helpful when completing and distributing IRS 1099 Forms for FY2016. >More.

Frozen pipes and sprinkler systems

Frozen pipes are a major wintertime problem. Contrary to what one might think, losses due to frozen pipes occur more frequently in climates that are not normally associated with cold weather, especially when unexpected cold fronts sweep through a region. >More.