Why It's Done This Way

We know there are many policies and procedures that we're asking each program to adhere to. And we know that they can be tedious, complicated and often a change from what has been done in the past. Here are some reasons - both general and specific - for why we're asking programs to operate within these parameters:

In General:

We have these requirements to keep things legal. Though Urban Programs are very grassroots and often want to work autonomously, they are still a part of InterVarsity Christian Fellowship/USA, a non-profit organization. As such, IVCF and the UP's must follow the regulations for all non-profits. This includes strict hiring, accounting, donation, and risk procedures that are enforced by government entities such as the IRS and US Department of Homeland Security.

We in the Urban Programs Office hope to communicate these policies and procedures as clearly as possible. If there are policies that are still unclear, please let us know - we'll work on web tutorials, flow charts, and other representations to make things as easy for you as we can. And please ask questions - we are here to give answers we know or find answers we don't yet know. We are here to help!

In Particular:

There are some areas that have not only legal reasons but practical reasons for the way we do things. These areas and reason are listed below.

Individual Accounts for programs longer than four weeks:

  1. If funds are processed through a local account, no donors can receive tax deductible receipts. The funds must come through the NSC for processing for tax deductible receipts to be issued.
  2. Sometimes the program does not have someone who is administratively gifted; this is what the NSC does every day so they are more knowledgeable on how to handle donor gifts and questions.
  3. Directors/students easily know how much each student has/hasn’t raised. Directors (and any staff they delegate to) have access to students' DTR's on the Staff Portal and receive email updates weekly.
  4. Checks are sent directly to the NSC so donor checks do not sit around on someone’s desk. Donor checks are then processed in a timely manner making for good donor relationships. 
  5. Donors get a tax receipt showing the name of the person they supported instead of just the program name.
  6. Staff BRE's are not used in student fundraising because of the cost of the BRE's (65 cents each envelope!). Please do not allow students to use BRE's in their letters to donors.

Hiring Cooks for any programs:

  1. "InterVarsity Christian Fellowship/USA does not have the required permits and licenses etc that would be required if we hired them [cooks] as employees to provide catering services." - Mike Anderson, General Counsel.
    • This means that, unless the cook can be hired as an Independent Contractor (that is, they work professionally as a cook, or have their own catering business and access to a commercial kitchen), they cannot be hired as a temporary employee of InterVarsity.
    • This also means that they cannot be paid to cook unless they can be hired as an Independent Contractor.
    • The only exception to this rule: if the person is only cooking within a 24 hour period (i.e. all three meals or less for one day) then they may be paid an honorarium for their work.
    • Need another way to hire a cook? If you partner with a church for your program, you may ask the church to hire the cook for the length of the program. You may then pay the church for the cooks time using a check request.

Background Checks for students working with children and/or vulnerable adults:

  1. Any student working with children and/or vulnerable adults must apply for and pass a background check.
    • Because InterVarsity is liable for what our students do on an Urban Program, this is to protect InterVarsity as an organization and our students from harmful situations.
  2. Many of your partnering organizations require students to complete a background check as well.
    • They too are liable for what happens during their programs, and they too are protecting themselves and those they serve by requiring background checks.
  3. We know it would be ideal if InterVarsity's results could be shared directly with your partnering organization. We know this would save cost and effort on your part. This is, however, illegal on an organizational level. InterVarsity CANNOT directly share background check results with another organization.
    • Sharing background check results can only be done on an individual level. Students may request the results of their background check, and send those results onto the partnering organization themselves. You as the Urban Program director cannot be in the middle of this transaction.
      • This is done to protect our students. Each student has the right to decide to share or not share their background check information with another organization. The background check contains very private information, and thus it must be the student's decision to share that information, and cannot be yours or InterVarsity's decision.

Urban Program Checklist