1. Oklahoma District will reimburse volunteers for reasonable expenses necessary for the Kairos program, as described in the Kairos Manual. See Reimbursable and Non-reimbursable items listed below.
2. Written documentation shall be required for reimbursement of all Kairos-related expenses. Examples include a cash register receipt, cancelled check, signed vendor statement, credit card form, or a paid invoice. A statement that the expense was incurred but the receipt is lost is inadequate and insufficient for reimbursement.
3. An Expenditure Reporting Form should be completed and forwarded to the Treasurer, along with the supporting written documentation.
4. The Treasurer normally will issue a check within two to three days of receipt.
1. The Advisory Council for each facility is expected to have a financial representative. Representatives may be invited to serve on the Board Finance Committee. Meetings of the Finance Committee normally are held via conference call, quarterly or on an as-needed basis.
2. Advisory Councils, the financial representative, and weekend rectors should plan ahead and coordinate with the Treasurer for payment of purchases needed on weekends.
3. Financial representatives are encouraged to work with local merchants to establish charge accounts for Kairos purchases.
4. Advisory Councils are encouraged to work with the Board Finance Committee and the Treasurer to develop a budget for weekend events.
5. Advisory Councils are encouraged to raise funds for their weekends and to cover the expenses of Advanced/Leader Training and sending National representatives to committee meetings.
6. Advisory Councils may submit requests to the Board for payment of expenses that are normally non-reimbursable.
1. Oklahoma District does not provide cash advances to individuals, other than petty cash. (See Petty Cash.)
2. Those responsible for purchases should work with the Advisory Council, the financial representative and the Treasurer to develop a plan to address purchasing needs, so that a cash advance is not necessary.
3. When no other satisfactory payment can be developed, the Treasurer may issue a cash advance to a church to cover the cost of groceries or other large purchases that a staff person or member of the church will purchase on Kairos' behalf, using the church's checking account or debit card. Requests for such an advance must be made in writing by the church staff member, who agrees to assume responsibility for providing a full accounting of the funds expended to the Treasurer at the close of the weekend but at least within two weeks following conclusion of the weekend event. The Chair of the Advisory Council or Advisory Council finance representative for the weekend also must endorse the cash advance.
4. The Treasurer may deny future cash advance payments to a church, when the responsible party fails to adequately account for cash purchases and unused funds in a timely manner.
1. When a check will be needed at the time of delivery or pick-up, the volunteer is unwilling or unable to pay for the purchase out-of-pocket and be reimbursed, and a credit or charge account has not been established, volunteers may request a check be prepared in advance of pick-up or delivery.
2. When the vendor is able to calculate the total cost of the purchase prior to the date of delivery or pick-up, request a written invoice, purchase order or statement of the total purchase price in advance of the pick-up or delivery date.
3. An Expenditure Reporting Form should be completed to request the issuance of a check.
4. Checks will be written on-site, by either the Treasurer or one of the other authorized check signers, at most Kairos weekends.
5. If there is sufficient lead-time, the vendor's purchase order, along with the Expenditure Reporting Form, may be mailed to the Treasurer in advance, along with specifics on delivery or pick-up of the check.
1. A $100 check for "petty cash" will be issued to the kitchen manager or the outside coordinator for emergency purchases on a four-day weekend, upon request to the Treasurer.
2. Upon recommendation of a facility's Advisory Council financial representative, the rector for a four or three day weekend will be issued a $100 check for petty cash during the team formation process.
3. Requests for petty cash should be made to the Treasurer on an Expenditure reporting Form at least 2 weeks prior to the weekend, to ensure the check can be delivered in a timely manner.
4. Recipients of petty cash must complete an Expenditure Reporting Form and provide written documentation of any purchases at the close of the weekend but at least within two weeks following conclusion of the weekend.
5. Unused petty cash shall be returned to the Treasurer following the weekend.
6. The Treasurer may deny future petty cash payments to individuals who fail to adequately account for petty cash purchases and unused funds in a timely manner.
1. All monetary donations to Kairos (cash and checks) should be forwarded to the Treasurer, in a timely manner, for proper recording and deposit.
2. Advisory Councils may designate one or more persons to collect donations for a specific facility, prior to being forwarded to the Treasurer.
3. Cash should not be used to reimburse anyone for out-of-pocket expenses.
4. The names of cash donors and their addresses should be forwarded to the Treasurer, whenever practical, so that donors may be acknowledged.
5. The Treasurer will ensure that all donors receive a letter acknowledging their contribution.
1. Persons, making an in-kind donation or choosing not to seek reimbursement for a Kairos-related purchase, are requested to submit documentation of their expenses to the Treasurer, so an accurate accounting of all costs associated with the Kairos program can be maintained. (Note: this is optional. "Insignificant" in-kind contributions do not need to be reported.)
2. The Treasurer will ensure that in-kind donors receive a letter acknowledging their contribution.
1. Churches that host the team and permit the use of kitchen facilities during a weekend event normally are paid $300 for a four-day event. A higher fee may be paid when negotiated with the institution by the rector or other person making the facility arrangements or when housing and kitchen responsibilities are split between two facilities.
2. The rector or person making the facility arrangements should complete an Expenditure Reporting Form to request payment to the facility. The form may be prepared prior to or following the weekend.
3. Unless instructions to the contrary are provided, the check will be mailed to the rector for inclusion in a letter of thanks from the rector to the host institution.
1. The Treasurer, Secretary and Board Chairperson will be authorized signers on the checking account. Additional persons may be authorized as signers by the Board, as necessary to meet the needs of Kairos.
2. Only one signature shall be required to validate a check.
3. No authorized check signer shall sign any check written to him/herself.
4. Check writers, other than the Treasurer, shall submit an Expenditure Reporting Form and supporting documentation to the Treasurer, as soon as practical following issuance of checks.
1. Upon approval of the recommendation of the Finance Committee and approval of the Board, individuals may obtain credit cards in Kairos' name, for the exclusive use of Kairos Oklahoma-related purchases. The cardholder shall be responsible for turning in all receipts to the Treasurer to ensure a proper accounting of purchases.
2. If the credit limit is insufficient for anticipated purchases, the Treasurer may prepare a check in advance, made out to the vendor, for a portion of the projected purchases, which will accompany the purchaser at the time the credit card is used to make purchases for a particular weekend.
1. Kairos Oklahoma normally does not pay or reimburse for registration fees or travel expenses associated with Advanced/Leader Training or attendance at National meetings, except as provided in # 3-4 and 6-7 below.
2. Individuals are encouraged to pay their own way or to raise the funds to cover Advanced Training and attendance at National meetings. [Note: personally paid expenses associated with volunteer activity are tax-deductible on Schedule A, to the extent allowable by the IRS.
3. Payment of the registration fees and travel expenses for the National Representative to attend the summer and winter Board meetings is reimbursable, upon request.
4. Payment of registration fees to attend Kairos National meetings will be paid, for the State Chairperson, the Kairos Outside Representative, the Torch Representative, and other members of National Committees, upon request. Additionally registration fees for the Chair of the 2004 Summer Conference will be paid to attend the Summer Conference 2003, the Winter Conference 2004 and the Summer Conference 2004.
5. Upon the request of the Advisory Council, Kairos Oklahoma will pay the Advanced/Leader Training registration fee for an individual who has been approved by the State Committee as a future Rector or Leader who is unable to cover the cost. The Advisory Council chair should request payment of the fee, in writing, directly from the Treasurer.
6. Kairos Oklahoma normally does not pay for transportation costs associated with Advanced/Leader Training. In the case of approved future rectors/leaders unable to cover travel costs to Advanced/Leader Training, Kairos Oklahoma will reimburse for airfare or out-of-pocket gasoline expenses and tolls for out-of-state travel, upon meeting all of the following requirements: a) request by the Advisory Council and Board approval; b) submission of receipts for airfare or gasoline and tolls; and c) the availability of funds, raised by the Advisory Council or other third party donor source specifically to cover transportation costs.
7. Kairos Oklahoma normally does not pay for transportation costs associated with attendance at National meetings, except the National Representative, as described in # 3 above. In the case of the Oklahoma Torch and Kairos Outside Representatives to National meetings, the 2004 Summer Conference Chairperson, the State Chairperson, and other National committee members, unable to cover travel costs to National Meetings, Kairos Oklahoma will reimburse for airfare or out-of-pocket gasoline expenses and tolls for out-of-state travel, upon meeting all of the following requirements: a) Board approval; b) submission of receipts for airfare or gasoline and tolls; and c) the availability of funds.
Oklahoma District does not normally reimburse volunteers for the following expenses:
1. Transportation, including gasoline or mileage, for in-state Kairos activities
2. Cookies or cookie ingredients for a weekend event, except cookies made by the outside team during a weekend, to meet a critical shortage of cookies
3. Stationary and costs associated with personal agape letters or follow-up correspondence with individual residents
4. Snacks or meals during team formation, except for coffee, tea, and lemonade
5. Table decorations or party favors for Kairos and Torch weekends
6. Team Manuals
7. Kairos T-shirts or other promotional merchandise
8. TB Tests
9. Kairos Advanced/Leader Training, except when a future rector/leader cannot afford the cost)
10. National conferences and committee meetings, without prior authorization by the Board
11. Out-of-state travel, without prior authorization by the Board
12. Basic telephone, cell phone or Internet charges
13. Poster board used by speakers for talks
14. Medical expenses from injury or illness associated with a Kairos event
15. Child care for team members
16. The value of "donated" labor by an individual or organization
17. Cost of OSBI background checks (paid by DOC at state-operated facilities)
Oklahoma District will reimburse volunteers for reasonable expenses necessary for the Kairos program, as described in the Kairos Manual. The types of expenses normally incurred are listed below by assignment.