TEAM LEADER - First, register your team on the UMVIM website. This allows us to include your team in our reporting to the General Board of Global Ministries at the end of the year.
Forms
- Safe Sanctuaries for VIM Teams
- Team Leader Check List
- SAMPLE Mission Journey Itinerary
- Insurance Information and Forms (Insurance is offered through the North Central Jurisdiction. West Ohio strongly encourages all teams to purchase insurance for team members.)
- VIM Leader Mission Team Report (All team leaders should complete this after you return home.)
Important Downloads for VIM Teams traveling to Mexico:
Financial Forms
Team leaders, to run your team's finances through the Conference office, contact mgrace@wocumc.org for more information and to receive a Conference account number.
If you are using the West Ohio Conference as the fiduciary agent for your VIM team, the forms below should be used. If requests for payment are received by 9:00am on Monday, checks are cut on Wednesday and mailed on Thursday.
Please send all requests and forms by email to Mariellyn Grace at mgrace@wocumc.org, or mail to Attn. Mariellyn Grace, 32 Wesley Blvd, Worthington, OH 43085. West Ohio liability insurance is extended to all teams who use the conference as the fiduciary agent. Insurance for rental vehicles will also be included under the West Ohio policy as long as they remain within the United States.
Voucher
The voucher is used to pay a vendor directly. An invoice or receipt is required. Leave the Check #line blank (Conference personnel will fill this in).
Cash Advance Forms
These are used to request your cash advance for anticipated expenses during the trip: the Cash Advance Request Form and ACH Authorization Form (unless previously filed with the Conference). All cash advances are now sent by ACH to your financial institution. When submitting your cash advance request, you must also complete a W9, if you have not filed one with the Conference. IRS regulations require West Ohio to have the W9 on file prior to the cash advance being released. Upon your return home, you will be required to submit a detailed report of expenses with receipts. You may use the Sample Cash Advance Report for this. Also, consider taking several copies of this Receiptless Receipt, which can be used in countries where receipts may not be available. Should the detailed report and receipts not be submitted to West Ohio, the cash advance will be considered taxable income per IRS regulations. NOTE: Please do not send original receipts; scan all receipts and send only the scanned copies with your Cash Advance report.
Use this form when you need to be reimbursed for expenses. Receipts are required. If your expense does not fit in one of the categories at the top, use the Miscellaneous Items box.
Use this form to send with checks to deposit for registration fees and donations for a specific mission trip. Be sure to fill in your team's account number. If you do not know your team's account number, contact mgrace@wocumc.org. Deposits are made on Mondays and Thursdays and the last business day of the month.
Telling the Story of Your Team's Mission
People are inspired by the mission you and your team do. Take the time to write a story sharing why your mission was important to the people you served and to team members. Include a powerful picture. After hearing about the power of your team's mission, others will be encouraged to respond to God's calling, too!
Please submit stories and photos from your team's mission to Mariellyn Grace at mgrace@wocumc.org.