WESTERN WASHINGTON
YOUNG LIFE
ADMIN TRAINING
October 30, 2014
10:00 am to 2:00 pm
CALENDAR
 Regional Admin Calendar
 Regional Calendar
 eRegion
OFFICE ADMINISTRATOR/BEST PRACTICES
JILL DAVIS
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Of fice Administrator I Job Description
Timesheet & Instructions
Working with your Area Director
Meetings/Scheduling
Of fice Work
Best Practices
COMMITTEE
CINDY YOHANN
 Young Life Bus
 Committee Web
Documents
 Committee Job
Descriptions
 Committee Handbook
PERSONAL ACTION REQUESTS (PAR)
 PARs to Regional Of fice by 10th of the month change needs to
take place.
 Action date = 12/1/2014. PARs to Emma by 12/10/2014
 Is a staf f in your Area transitioning of f staf f, going on
maternity leave, personal leave, etc.? Email Emma the details
and she’ll submit a PAR to complete this action.
SCREENINGS
 Add new volunteers or staf f candidates
to the Staf f & Volunteer Roster through
Volunteer Manager
 Questions & How -to’s
 Check Staf f & Volunteer Roster for red
NEW HIRES
 PARs to Regional Of fice by 10th of the month person is to be
added to payroll.
 AF52 New Hire process (reviewed by Area/Supervisors)
 PAR Information Sheet (submitted by direct supervisor)
 What is in a New Hire Packet?
 Young Life Application
 IRD Form (call Emma)
 Note, no salary should be discussed with applicant until IRD has been
completed
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Direct Deposit Form
Screening Confirmation (CBC and F&C)
I-9 (actual signature and page 2 filled out by direct supervisor)
Social Security Card (required by Young Life)
W4 (actual signature)
CONCUR/PCARDS
 Concur User Request Form
 Before you send in this form:
 Is their CBC and F&C complete?
 Have they completed their Financial Principles Training?
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Approver Hierarchy
Concur Mobile App
Codes
Gift Policy
Concur FAQs
 Fuel/Mileage charges
 Personal Vehicle Business Mileage Record
 Volunteer Reimbursement, Cash Advance, Recurring
Payments, Wire Requests, etc.
CASH FLOW
 Cash Flow Instructions
 Online Training
 Update Monthly
GPS
 Growth Planning Software
 Update October 1-8 & May 1-8
 GPS Definitions
 GPS Cheat Sheet
 Ministry Open/Close Form
MISSION REPORTS
 Personnel
 Payroll Report
 Time Accrual
 GPS
 Area Multiple Stats History
 Latest Ministry Stats
MISSION REPORTS
 Camping
 Summer Camping IR R1 R2 and Actual Attendance
GIVING & PPL
CHANDA RANEY
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Giving Reports
Process and track donations
PPL
Lapsed Donor Report
GIVING
PPL
PPL
PPL
CAMPING
KATHY DUFAULT
 Camp Trip Manager
 Tips for Camp Trip Manager
 Starting a new year
 Camp Payments vs. Donations
 How to enter & track
 Creating a “pre-allocated funds camp”
 Create a custom camp w/ payment link (Great Wolf 2015)
 Camping Forms
 Use online Camping Health & Consent Form for ALL camps (even
Malibu!)
 Consent Form for Medical Treatment in Canada (YL 1738)
 Border Crossing Consent
 Collecting Online Summer Camp Health Forms
 Managing Online Summer Camp Health Forms
CAMPING
CAMPING
CAMPING
CAMPING
CAMPING SCHOLARSHIPS
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Leave No Camper Behind
Leave No Camper on the Dock: Malibu
Campership Legacy Fund: Regional Of fice
Fill-the-Bus
CAMPING AT MALIBU CLUB
 What Western Washington Young Life Areas should know
about camping at Malibu
 Have this document on your computer or printed and review it often!
 Contacts, Camp Spots, Website, BC Ferries, Health Forms, Border,
and Communication to Families.
 Use Online Health Forms!
 www.malibuclub.younglife.org > Summer > Trip Leaders
 Make sure that Michelle Clark has your email and the email
addresses of anyone else who is planning your Area’s trip .
mclark@malibuclub.younglife.org
CAMPING AT MALIBU CLUB
 Buses: Talk to other Areas about sharing buses and combining
trips with those in weeks ahead or after you to cut down on
the amount of dead-head trips. Michelle would recommend
areas using Journey Lines as they will help coordinate
dropping one area of f in Egmont and then picking another one
up to bring them home. Contact Steve at Journey Lines:
steve@journeylines.com
EVENT PLANNING 101
SALLY KRAFT
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Committee
Logo/Theme
Develop Timeline
Recruit Hosts
Communicate Event – know what works best for your community
Guest Tracking
Table Chart
Nametags, response cards, envelopes and final reports
Check-in
Collecting Donations
Follow -up
Thank You
Process reimbursements
Games of Chance Policy FAQs
GREAT WOLF 2015
GAIL AOKI
 GREAT WOLF 2015
 Great Wolf 2015 Need to Know List
 Family Standard Suite: $230 (6 maximum)
 Grand Bear Suite: $390 (8 maximum)
 Credit Card Authorization Form
 Lodge Rooming List
 Deadlines:
 December 1, 2014: R2 for all conference attendees.
 December 5, 2014: Complete Credit Card Authorization Form and
Lodge Rooming List to retain your reservation.
 Group Code “1501WWYoung”
 Great Wolf Contact: Amy Hidahl (Ahidahl@greatwolf.com)
 Need more rooms or need to release rooms? Contact Gail
 Name changes? Contact Amy
MSITES
 Logging in to your mSite
 mSite Help Center
QUESTIONS?