Administrative Training – Resources for new field staff & admins

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Link to Staff Resources

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Helpful Resources for Area Administrators

• Area Office Guidebook
• Area Admin Information Page on Staff Resources
• Possible Tasks for an Area Admin – Checklist
• First 30, 60, 90 Days – Admin Training
• Area Admin Calendar – While tasks will vary by area, this calendar helps new area administrators know what is ahead for each month.  Use this as a skeleton model to build your area’s admin calendar.
• List of Master Administrative Deadlines by Month
• Young Life Acronyms
• Creating a custom giving URL link
• REVENUE & EXPENSES:
  • Field Transfer Forms (NEW)
  • Income Processing Forms (Donations, Payment, Split Revenue, Credit Card, ACH, Memorial/Honorarium)
  • Tips On Sending in Revenue
  • Monthly Donor Review Template
  • Matching Gift Instructions
  • Donor Advised Funds (DAF) 
  • The YL Expense Guide
  • Gifts and Gift Card Policy
  • Finance Manual (includes the following and more):
    • Corporate info (for grants)
    • Expense Account Descriptions (Cash Flow)
    • Information/Policies for Fundraisers
    • Revenue and Payment Forms
• DONOR COMMUNICATION TEMPLATES:
  • Card Expiring Email
  • Electronic Gift Failed Email
  • Quarterly Thank You Program for Donor Thank You’s
• GENERAL OFFICE:
  • Verification of Employment (VOE) – all standard income/employment VOEs are now being directed to The Work Number at www.theworknumber.com. Young Life’s Work Number Code is 10871847. Reach out to HR for any questions or concerns. 
  • Office Contents Inventory Sheet
  • Information we want to keep secure (Clean Desk Policy)
  • Ordering Business Cards, Stationary, Notepads, etc.
  • Computer, Printer and Mobile Discounts 
• SCREENING PROCESS:
  • Entering Volunteers in YL Connect Volunteers:  U.S. Field YL Connect Volunteers guidebook
  • Accessing Screening and Training in YL Connect (YL Knowledge article)
  • Compliance Dashboard URL (direct URL to courses need to be completed in YL Connect)
  • Trouble logging in?? Use this resource for username, password and multifactor authentication (MFA) support.
• TAX EXEMPTIONS:
  • IRS Letter of Determination (letter that validates YL’s tax exempt status)
  • Generic TX State Tax Exempt Form
  • HEB Tax Exemption (in-store and online)
  • Walmart Tax Exemption (in-store and online)
  • Amazon Tax-Free Business Account (for YL Purchases only)
  • Young Life’s W-9 (signed by a YL Officer)
• YL CONNECT RESOURCES:
  • YL Connect Invitation Process
  • YLCC (YL Connect Camp) 
  • U.S. Field Report Templates – The place for all staff to start!
  • Most encouraged reports to use:
    • Giving by month report in the Donor subfolder of the Field Report Templates folder. (similar to PPL) – All donations grouped by donor, by month and highlights months red where a gift was not made. – To Use: edit MU filter, change the Charge Type to “recurring” to limit to auto-draft gifts (optional) – Use Case: Monthly Lapsed Donor Report
    • Top 50 Donors (see the top X% donors) Top donors in the current year with summarized total and Address. Adjust filters: Date, Mission Unit, and Transaction Type.
    • Giving by Fiscal Year report (current and previous 2 FY giving) in the Donor subfolder of the Field Report Templates folder – All donations and # of donations grouped by donor, by Fiscal Year – To use: edit MU filter and business date (optional) – Use Case: Review lapsed donors over multiple years
  • Reports 101 Field Guide (Create a Folder, Share a Folder, Save to your Folders, and Access Reports Folders)
  • Subscribing and unsubscribing to a report 
  • Exporting Reports 
  • Edit Fundraiser Field in the MU Staff Support Report 

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Response Procedure for: Accidents, Incidents and Emergencies

In the event of an accident, incident or emergency in which medical or law enforcement assistance is required to prevent the loss of life or to resolve an unstable or threatening condition in which persons or property appear to be at great risk of injury or damage: Call 911 … then call 800-999-8661. This second call will alert a member of Young Life’s national executive team to the situation you are facing. For international emergencies, call 719-867-3535.

If your situation does NOT fit the criteria above but deals with insurance issues or matters of faith and conduct, please contact:

• Insurance: Gary Nesbit; 719-867-3585
• Faith and Conduct: Tierney Kearns​; 719-867-3621

Ordering Red Cards: There are pocket-sized Red Cards available for free on Resources and Supplies. These are helpful to hand out at your next leader training as a reminder about this information.