Southwest Region Conference of Seventh ‐ Day Adventists Ministerial/Evangelism 1
Organizational Information
Pastor’s Name:
Full Legal Organization Name:
Street Address:
City: State:
Email: Phone Number:
Mission Statement:
Total Church Budget: $
Project/Program Information
Zip Code:
Title or Name of project/program:
Has the project/program established a 501C(3)?
Select answer
Briefly the describe project/program:( clearly define goals, how goal will be achieved and methods for evaluating outcomes)
Has the congregation been involved in this project/program before?
Select Answer
Briefly explain congregation’s success with project/program:
List team members and qualifications (attached additional information if deemed necessary)
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Southwest Region Conference of Seventh ‐ Day Adventists Ministerial/Evangelism
Proposal Request
Total project/program budget $
Amount requesting
Percent of total budget
$
%
Church Board meeting motion and date
Church Business meeting motion and date
Submitted by:
Date submitted:
Please see guidelines below for the procedure to request and the distribution of
Evangelism Funds from the Southwest Region Conference of Seventh-day Adventists.
For Office Use Only:
Date Received: ____ ___/___ ___/___ ____
Form Complete __________
Form Incomplete __________
Request Approved__________ (date: __ __/__ __/__ __)
Request Pending __________
Request Denied __________ (date: __ __/__ __/__ __)
Signed____________________________________
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Southwest Region Conference of Seventh ‐ Day Adventists Ministerial/Evangelism 3
Procedures for Requesting and Distribution of Evangelism Funds
Southwest Region Conference of Seventh-day Adventists
Purpose:
To provide a clear understanding of the requesting and distribution process of conference evangelism funds and to provide guidance of the proper use of evangelism funds
Scope:
All Evangelism funds received by the Southwest Region Conference for the purpose of winning souls for Jesus in the Southwest Region territory.
Requirements for Receiving Conference Evangelism Funds
Churches must be current with all the following required conference reports
 Monthly Clerk Reports
 Monthly Treasurers Report and Remittance
 Insurance Payments
 Board approved budget for events/and meeting
 Prior year evangelism report, documents and receipts
Evangelism Distribution
Evangelism funds will be distributed based as needed on a grant proposal process. Churches submitting their grant request should include the details of the project, the budget and the duration of the project focusing on the following five areas: a. Community assessment- Focus on demographics of areas surrounding your church b. c.
Project Description – Should have clear defined goals, method of evaluating goals, and projected evangelistic outcomes
History of Congregations Success- Should have documentation historical success with project or event d. e.
Project team – Identify every team member working with the project along with their relevant qualifications
Limitations - Identify barriers and /or challenges to the success of the project
Budget – Provide detailed budget of anticipated cost and expense f.
Use of Evangelism Funds
Evangelism funds should be used strictly to cover meeting or event expenses as identified in the grant proposal and budget approve by the church board and/or the church in business session that was submitted to the conference. Evangelism funds should not be used for personal items or nonmeeting or project related expenses.

Southwest Region Conference of Seventh ‐ Day Adventists Ministerial/Evangelism 4
Evangelism Accounting Procedures
WORKERS
1.
For each paid worker, the treasurer must obtain and submit the following information to the conference for processing: a.
Completed I-9 b.
Completed W-4 c.
Background check request form
2.
The treasurer must inform event/meeting workers they are employees of the conference and will be paid during the conference regular
RECEIPT OF EVANGELISM FUNDS
1 The Conference-allotted funds, in general, will be made payable to the church or name of the event/meeting as funds are available.
2 The local Church Treasurer is the custodian of all funds. If the church treasurer is unavailable for the meeting or event, Treasurer may recommend a member of the treasury staff to the church board for approval to function as the meeting or project treasurer
3 Each project/meeting may open a separate Checking Account in accordance with the rules of the church manual.
4 A Petty Cash Fund can be established for the pastor to use to pay for small expenses. This fund would be identified in the Evangelism Budget. If approved by the church, a check would be provided to the pastor that he would cash and set aside for project/meeting use only. If the Petty Cash Fund runs out and more funds are needed, the pastor must account for receipts for all ‘allowable’ project/meeting expenditures.
5 All project/meeting expenditures must be made by check, payable to the provider of the goods or services, supported by an invoice and authorized by the pastor.
6 Debit cards should never be issued to the pastor, treasurer or any other person
7 Nightly offerings must be deposited into the Project/meeting Account and added to general funds available for the meeting. No cash collected from offerings should be used for disbursement, for any reason. All funds must be properly receipted, deposited and disbursed by check with the proper authorization from the pastor.
EVANGELISM REPORTING
The Project/meeting Treasurer will prepare a comparative reports of the expenditures versus the budget, to keep the pastor apprised of the project/meeting’s financial activities.
This report should also be available to the Conference Treasurer or Auditor, upon request. A final detailed report must be submitted to the Conference four weeks after the end of the meeting or project, for audit and reporting purposes.

Southwest Region Conference of Seventh ‐ Day Adventists Ministerial/Evangelism
Submitting the Evangelism Report to the Conference Auditor (due the fourth week after the project/meeting ends)
The following information should be submitted with the Evangelism Report:
1.
Receipts and invoice: a.
Batch by expenditure type (such as, equipment, tracts, gifts, etc.). b.
Write the check number on each receipt/invoice. c.
Run an adding machine tape for each expenditure type batch and staple to the receipts/invoices. d.
Transfer the totals from each tape to the Evangelism Report.
2.
Cancelled Checks or Requisition of Funds: Make sure this form is signed by the individuals that have received compensation for services rendered during the project/meeting.
3.
Bank Statements with cancelled written checks and bank reconciliation
4.
Left -over Funds: Submit a financial statement showing the current balance for the
Evangelism Account.
Please mail the package containing the above information, to the Conference Auditor, for immediate review. The Conference requires a report for each meeting before evangelism funds are released for another meeting.
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