Financial Policy for ST Projects

Purpose:nThe purpose of this policy is to define the financial responsibilities for each team member participating in a short term mission trip with Fellowship Community Church (FCC).nGeneral InformationnFCC does not provide financial assistance nor does it provide assistance in raising financial support for anyone participating in a short-term mission trip that is not sponsored by FCC. FCC cannot serve as a conduit of funds for individuals to other mission agencies or as a legitimizing agent for those activities.n•tIndividuals participating as a member of a short-term mission team sponsored by FCC will be responsible and accountable for raising the amount of money required for their personal travel, daily living expenses, and their portion of general team expenses that are necessary for the team to fulfill their ministry. Failure to meet the financial requirements as outlined in these financial guidelines may result in a person not being able to participate in the mission trip.nnTrip DepositsnIt is the team leader’s responsibility to lay out the total cost of the trip to each participant. Each participant at a minimum will be responsible for depositing monies for the trip as follows: 

Initial DeposittDue 1 week after initial meetingtA $200 deposit will be expected to hold the participants place on the trip.n50%tDue date TBDtAirline tickets may not be purchased until 50% of the trip has been paid in full.n100%t6 weeks prior to trip departuret100% of trip must be paid in full.nnWhen airline tickets are purchased, it is the responsibility of the trip participant to pay for the ticket in full, even if a decision is made not to participate in the trip.nDepositing MoniesnChecks should be made payable to Fellowship Community Church.n1.tMission Work/Trip should be written on memo line of check.n2.tMonetary gifts receiving a tax deductible receipt are donations to FCC and therefore FCC has complete discretion and control over the funds. This is what makes the gift tax deductible.n3.tThe donor can indicate a preference as to whose trip expenses they desire to support. The fund raising letter should include a tear off or other response form to be mailed back with their gift indicating whose trip they wish to support.n4.tThe FCC financial administrator is responsible for providing receipts for qualifying donations.n5.tThe sample letter can be provided to the trip participant by their team leader when a deposit is made for the mission trip. The fund raising letters should go out as soon as possible after the decision to travel is made.n6.tA trip participant who intends to pay their own way should hold off making a final payment until the final financial deadline is due in case there are changes in the trip cost or outside support is received for the team.n7.tFCC contributes 5% of the total trip cost to any first time short term mission trip participants. (This is available only to FCC members and regular attendees)nAny question about donations and funds accountability should be directed to the Director of Missions or Financial Administrator at 540-387-3200.nTrip Balances, Overpayments and CancellationsnThis section outlines the process for participants that for some reason owe monies on past trips, that sign up for a trip and later decide not to go on that trip, or those that have excess funds.n•tAny potential participant that owes money to the church for any reason will not be eligible to sign up for a new trip until the monies owed are paid in full.n•tAll monies for short term mission trips are NON-REFUNDABLE. These monies are tax deductible via IRS Regulations and belong to FCC at the time they are deposited. n•tIf a participant decides not to participate in a trip for any reason, any monies over and above the churches incurred expenses may be moved to a second trip if the participant is signed up to participate on more than one trip within 12 months (the trip must already be in planning). If the participant has not signed up for an additional trip their funds will be evenly distributed to the rest of the team members. If everyone on the team is paid in full, the monies will be moved to the General Missions Fund, whether personal payments or donated funds. If the monies deposited to that point do not cover the costs incurred by the church, then the participant is responsible for reimbursing those costs.notWhen airline tickets are purchased, it is the responsibility of the trip participant to pay for the ticket in full, even if a decision is made not to participate in the trip.n•tIf a person raises more than enough to cover the cost of the trip, the balance of funds will go to offset any shortages incurred by other team members unless that participant is signed up to participate on more than one trip. If the person is signed up for an additional trip within 12 months (the trip must already be in planning) the funds may be moved to the second trip. n•tNo extra monies can be designated to individuals participating in the trip or transferred to individuals participating in another trip.n•tA trip participant risks forfeiting funds if financial deadlines are not met.nnDistribution of Excess Team Fundsn1.tExcess Funds: Funds that were raised by project team members in excess of their expenditures.n2.tProject Leader Funding: 5% of the individual’s project cost that is withheld to provide scholarship funds for project leaders.n3.tProject Leader: The official FCC approved leader of a short-term team from Fellowship Community Church. nAfter the 5% project leader funds have been withheld all other excess funds may be given to the ministry partner with whom the team served, once the following approval process has been completed. n1.tReceived confirmation from the finance department that the 5% project leader funds have been withheldn2.tPerform due diligence to ensure the funds are going to be used strategically and that the recipient/project is approved by the mission agency and the GO Team.n3.tProposal made to the Pastor/Director of Missions after return to FCC and approval receivedn4.tProposal made to the GO Team by the Pastor/Director of Missions and approval receivednnFundraisingnFundraising is the means by which most mission trip participants fund their trip. It is an excellent way for people to participate in missions work. Therefore, you should know the details about sending fundraising letters and the church’s responsibility to those making donations.nIt is the churches desire to give tax deductible receipts to donors to the extent allowed by law. There are, however, certain steps which must be followed to provide this benefit. A sample letter with contribution details will be provided to each team participant. The areas in the letter that are italicized must not be removed or changed.nThe following are guidelines around fundraising:n•tParticipants are encouraged to speak personally to or send support request letters to family and friends. While it is permissible for participants to individually approach or send letters to FCC members who are close personal friends, appeals for funds should not be made to organized groups (such as Life Groups other than your own) nor should any church mailing list be used for fundraising. The church directory should be used only to obtain addresses of close personal friends in the church.n•tAll support letters are to be sent with the express purpose of soliciting contributions for expenses directly related to the mission trip only. Contributions donated through FCC on behalf of an individual will be applied only to the announced cost of the trip unless the total amount raised exceeds the announced cost of the trip.n•tEach individual is personally responsible for the payment of any fees and expenses required for the following, unless these fees are included in the announced trip costs:notPassport and passport photosnotVisasnotImmunizationsnotCountry entrance and exit feesnotPersonal items such as clothing, toiletries, prescriptions, etc.notDonations given through FCC on behalf of the participant may not be used for any of the above named personal items, except when the items are included in the announced cost of the trip.n•tMarried couples who are participating on the same team can elect to either send individual fund raising letters or they can send joint letters requesting support for both individuals. Contributions will be credited based on the designation of the donor. If the designation is for both, the amount will be divided equally. The account for each individual will be considered independently and all financial policies will apply to each individual.n

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