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2019Budget SpendingOrientationTHE MOST FUN YOU’LL HAVE ALL YEAR!

ADMIN & FINANCE GOAL:

u Provide you clarity on processes, systems, and standards so that you feel confident making decisions and supported and resourced in your ministry area!

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We Consolidate Subscriptions:

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We Consolidate Subscriptions:Non-Profit Enterprise Accounts (Subscriptions & Licenses)

u Amazon Prime Purchasingu Planning Center solutions Worshipu Warehouse Club Memberships Purchasingu Music Services (Apple, Spotify, Pandora) Adminu Adobe Programs ITu Cloud Storage (iCloud, Dropbox) Adminu Video Conference Platforms (Zoom, GoToMeeting) Adminu Online Productivity Tools (Evernote, Wufoo, Asana) Adminu Communication Service (Texting, Robo Calls, MailChimp, Constant Contact) Admin u Social Media Management (Agorapulse, Hootsuite) Communicationsu Message Research & Resources (SermonCentral, Logos) Adminu Domains ITu Online Services/Platforms that require logins Admin

We Use Central Purchasing:

u Though unavoidable, our goal is to minimize the use of church credit cards and personal reimbursements

u Improved purchasing processes:

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We Use Central Purchasing:Central Purchasing Items

u Coffee & Suppliesu Office Suppliesu Paper Goods (toilet paper, paper towels, tissues, plates, cups, napkins, cutlery)u Water Bottlesu Paperu Mailing suppliesu Stamps

u Furniture (Admin)u Technology (TVs: Production, Apple Products: IT)u No pantry/break room/water cooler snacks

We Use Central Purchasing:

u Purchasing Request Form available at firstorlando.com/finance

u Approved purchasing requests made by noon on Monday through Friday will have the order placed the same day.

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We Protect You & The Church:

u ContractsuRetreats, Maintenance Agreements, Guest

Speakers(Anything that obligates the church for financial resources or possible risk)

u Insurance requirements

u Credit Applicationsu Tax Exemptions

We Protect You & The Church:

u Approval Limits

Assistant $250Supervisor $500Director $1,000Pastor & Sr. Director $2,500Strategy Team > $2,500

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We Resource You:

u Travel (see Travel Guidelines)uHow To Book Travel uComing Soon…uIn Town Hotel Contracts

We Empower You:

u Weekly Schedule (Checks)

u Noon Monday – Noon Thursday

u Petty Cash process

u Correct Check Request Forms (and they’re not needed for Invoices!)

u Expensify: expense reports, reimbursements, mileage

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We Empower You:

u Two training options:

u Sign up at:

u Paper expense reports, reimbursements and mileage forms will not be accepted beginning February 1, 2019

We Empower You:

u Supervisory Reminders/Responsibilities:u Food Services

u MFP Printer/ Print Shop/Postage/Communicationsu Time Clock/PTO

u Health & Claims

u Use of shared logins prohibited

u Firewalls: Monthly Budget Conversation Meeting

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We Empower You:

u Reports & Monthly DetailuWhen you can expect themuWhat you’ll receiveuHow to review themuWhat if you have a question?

Coming Soon…

We Empower You:

u Designated Funds

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2019Budget SpendingOrientationTHE MOST FUN YOU’LL HAVE ALL YEAR!

First Orlando Travel Guidelines (updated 1/10/19)

Transportation Travelers are to choose the most practical and economical mode of transportation and are generally to travel the most direct route. Consideration is to be given to the total cost to FBO, considering time of the traveler, impact on the productivity of the traveler, cost of transportation, and per diem or subsistence required. Air: FBO reimburses commercial airfares for economy/coach seating and will allow travelers to be reimbursed for the Main Cabin class tickets on all airlines. In addition, FBO will reimburse, without prior approval, for an additional charge on Main Cabin class tickets only for a traveler to choose his/her seat assignment and/or early check-in. Without prior approval, FBO will not reimburse any extra cost for tickets in any class that include preferred seating, comfort seating, extra leg room, etc. Penalties for cancellation of airline tickets may be paid from church funds only if the cause for cancellation is in the best interest of FBO or if the cancellation is due to illness of the traveler or illness or death of a member of the traveler’s immediate family, for which an employee is authorized to use PTO. Car: First Orlando currently has contracts with Budget and Avis. A compact size car is the default for individual trips. With justification, a larger size vehicle may be rented. The renter should purchase collision and comprehensive coverage insurance on the rental vehicle through the vendor. Do not purchase liability coverage. Contingent upon the employee being at fault, FBO will accept liability for damages to the other vehicle. Miscellaneous Transportation – Related Expenses

A. Tolls Necessary, reasonable tolls are reimbursable.

B. Parking Necessary charges for parking will be reimbursed, including airport parking fees. The actual amount paid for mandatory valet parking and for valet tips ($5) which were incurred in the performance of public business will be reimbursed.

C. Traffic Fines Traffic and parking fines received while driving rental, personal, or church-owned vehicles are not reimbursable.

D. Shuttle Service The cost of shuttle service to and from airports and railroad stations, plus reasonable tips (20%), is reimbursable.

E. Taxi Service/Ride Share Service Taxi/ride share fares are reimbursed when public transportation or shuttle service is not practical. Actual tips paid (20%) to taxi/ride share drivers will be reimbursed.

F. Baggage Airline baggage fees require a receipt.

G. All transportation expenses require a to and from location.

Meals

A. The following guidelines should be used regarding meals amounts. Average per day including tax and tips.

• Breakfast: $20 • Lunch: $25 • Dinner: $50

B. Alcoholic beverages may not be purchased and will not be reimbursed. C. Actual tips paid (20%) will be reimbursed.

Lodging Travelers are expected to use prudent judgment in the selection of hotels and restaurants while traveling on official work business. Travelers should book accommodations at non-luxury/moderately priced hotels (such as Marriot or Hilton) at reasonable, single occupancy or standard business room rates, using the following as a guide.

Hotel If >$200 for major cities get approval from Administration

Average daily rate including tax for major US cities (New York, San Francisco, Boston, Chicago, Washington, D.C., Los Angeles) and foreign destinations

Up to $200 Average daily rate including tax for all other US cities

When traveling for a conference it is appropriate to stay at the hotel hosting the conference, even if the rate exceeds the guidelines.