Camp trip helpful hints

YLaccess

How is the YL Access training going?

Helpful Hints:

  1. Chrome doesn’t play nice with YLAccess so use Firefox or another engine.
  2. The invite to volunteers does expire so even if they don’t have time to do the training right now, encourage them to accept the invite so they can log in before camp at their convenience.
  3. Are your leaders able to log in and complete the training? Are you able to see their responses? Remember to forward their response

Payments

Payments can be made online for each camp trip in 2 ways. You can send out an emails to specific individuals that will show them their current balance using this link on the campers tab in camp trip manager.

Individual camper payment

Or you can send a general link for the camp trip found on the trip cost tab.Trip Payment Link

Pcards prep before camp

  1. Call the number on the back of your card to let them know you are traveling out of state.
  2. Also, ask what your credit limit is to be sure you have enough for the expenses of the trip and any emergency costs that might arise.

 

May 12

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Georgetown Lake, MT

 

Due Dates

May 13- Regional Conference Call 9am

May 20- Regional Calendar Input google doc due

May 31- Preliminary Budgets due

Camp Leader Training-Before Leaders go to camp

June 12- Area Ministry Calendar due to Keith

June 15- Senior Contact info submitted through contacts, camp trip mgr or spreadsheet

Regional Conference call on Friday

Join from PC, Mac, iOS or Android: https://meetings.ringcentral.com/j/1482967889

Or iPhone one-tap:
1(605)562-3185,,1482967889#,,1

Or Telephone:
Dial: +1 (605) 562-3185
Meeting ID: 148 296 7889

International numbers available: https://meetings.ringcentral.com/teleconference

FY16-17 Regional Calendar Date Request

In the next few weeks we are asking you to get clarity on your personal and area calendar.  Within that window we need you to fill out our Regional Calendar Input Google Doc with your personal and area dates.(This regional calendar request is not to be confused with your area ministry calendar that is due  June 12.) This will help us complete the calendar of Regional events for next year.  This is your chance to give us the dates you’d like the Region to try to stay clear of in planning our meetings, trainings and events for FY16-17.

Action Item: Update the Regional Calendar FY16-17 with your Area’s dates before May 20th. 

 

Budgets due May 31

Last week, every Area received access to their budgets to start the preliminary budget process.  This is an important time of the month to sit down with the team in your area to review and plan your expenses for this next fiscal year.

Training Calls For Area Directors and Area Administrators
On this Webex call, they will explain how to complete your budget in Cash Flow and look at the different line items of a budget within Cash Flow and discuss some common errors.   These calls will be offered on:

Please click the link above to register for a training call.  When you register for a call you will receive the webex link and call-in information.

Collect senior contact info

Here are the resources to help you collect this info.

Protecting Personal and Confidential Information

In February Risk Management and HR developed a new Employee Confidentiality and Non-Disclosure Agreement that Employees were required to sign when we logged into staff resources.

The volunteer version of this agreement has now been completed and is scheduled to be added to the Volunteer/Staff Resources Landing Page on Wednesday, May 11, 2016. Volunteers will need to read through this agreement and sign off before they can continue into staff resources. Please see the attached screen shot of the agreement and the attached memo from Paul Sherrill and Reid Estes for more information.

~Happy Cinco De Mayo~

GPS Day – May 6th

Luau Bozeman Wyldlife

It’s time to update GPS statistics! Our goal is to have every ministry in the Northwest Division updated by the end of the day on Friday May 6th. Note: we are asking if you are busy on May 6 that you complete the process between May 1st-May 5th.

GPS Overview and Definitions

GPS Day Document

This is one of two times during the year that GPS is recorded. Our mission-wide ministry statistics are drawn from this update so please verify that your numbers are accurate prior to submission. This is the most critical of updates.

Remember, only the regional office can open and close clubs.  If you need to open/close a club please complete call Shannon before May 6th.

Action Item: Update your areas GPS on May 6th.  

Budgets

Budget season starts this week, here are the important dates for you to know:

May 2nd: Budgets released to the regions
May 5th & 6th: Budgets assigned to areas
May 31st:  Preliminary budgets due to the region.
You can find the complete budget timeline here.

Training Calls For Area Directors and Area Administrators
On this Webex call, they will explain how to complete your budget in Cash Flow and look at the different line items of a budget within Cash Flow and discuss some common errors.   These calls will be offered on:

Please click the link above to register for a training call.  When you register for a call you will receive the webex link and call-in information.

FY16-17 Regional Calendar Date Request

In the next few weeks we are asking you to get clarity on your personal and area calendar.  Within that window we need you to fill out our Regional Calendar Input Google Doc with your personal and area dates.(This regional calendar request is not to be confused with your area ministry calendar that is due  June 12.) This will help us complete the calendar of Regional events for next year.  This is your chance to give us the dates you’d like the Region to try to stay clear of in planning our meetings, trainings and events for FY16-17.

Action Item: Update the Regional Calendar FY16-17 with your Area’s dates before May 20th. 

Protecting Personal and Confidential Information

In February Risk Management and HR developed a new Employee Confidentiality and Non-Disclosure Agreement that Employees were required to sign when we logged into staff resources.

The volunteer version of this agreement has now been completed and is scheduled to be added to the Volunteer/Staff Resources Landing Page on Wednesday, May 11, 2016. Volunteers will need to read through this agreement and sign off before they can continue into staff resources. Please see the attached screen shot of the agreement and the attached memo from Paul Sherrill and Reid Estes for more information.
Shannon will also be sending out lists of leaders who need to update their screening.

Beyond Malibu Positions Open

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Two key basecamp staff positions remain to be filled; they are looking for a basecamp coordinator and head cook. For more details on these positions please see Base Camp Staff page.

 

Background Checks for Committee People Working with Kids

If you have committee members who are working with kids they need to complete a Criminal Background Check.  In order to get committee folks screened, please direct them to this site on staff resources to initiate that criminal background check. This is the best site on staff resources for committee to use. If you send them to this leader screening site, the committee person receives an error.

Is Your P Card Ready for Camp?

As camping season is rapidly approaching and staff are preparing to travel to Young Life Camps with their excited campers, we’d like to share some helpful hints as you prepare for your trips!

P Card Increase
Does your P Card need an increased spending limit to cover large expenses like a bus deposit/bill, stops along the way to camp with the kids (i.e. amusement park, rafting, hotel, etc.)?  Email Shannon if you need an increase, include what the new amount you requesting and what months you need the increase.
P Cards & Travel
Anytime a P Cardholder travels outside of their normal area, Bank of America will put a Fraud Alert on that person’s card.  This freezes the card and will not allow any charge to go through regardless of the amount. This is a preventive measure by the bank until they can contact the cardholder to verify the charges are legitimate.  While this is a great system to have in place to prevent fraud charges, it may cause problems for the Young Life Leader/Staff person when their card is denied.  To prevent this, before traveling outside their home charge area, staff should call the number on the back of their Bank of America P Card and have their account noted with the travel places/cities and dates.
Invoice/Check Requests
Know when your bus balance is due, or other time sensitive bills pertaining to your upcoming camp trip, and submit your check requests accordingly.  Be sure to include a detailed copy of the invoice along with a W9 if needed (this is needed for any services provided).  Processing time for check request is 3 – 5 business days.
Wires
In case of emergency the Service Center can wire funds to a vendor.  You would need to submit an Invoice request in Concur and make sure to change the Payment Request Type to ‘Wires’.  For a wire to be sent out the same day, you must have the approved request to the P Card team by 10:00 AM MTN time.  You can refer to the Wire Request Quick Reference Guide for assistance.

Camp Leader Orientation

YLAccess-768x410Please include Camp Leader Orientation into your camp training this spring.  This will be required of all leaders attending Young Life Camp this summer.  More information can be found on the staff site here.

3 Easy Steps to Training Your Camp Leaders