Multiplying Laborers for the Urban Harvest

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A Basic Introduction to Record Keeping at Your Satellite

A significant dimension of your Institute’s activity should be careful record keeping, invoicing and receipting, and backing up your data. From tracking student progress through their transcripts to receipting students for their tuition and fees, accurate record keeping will play a vital role in all you do in your Institute’s operation. While any number of record keeping systems can be adopted effectively, please select a method that will help you meet the following criteria. 1. Efficient and user-friendly recording system. The Urban Ministry Institute uses OpenOffice for our word processing system, transcripts, and database. Select the word processing system that works best for you. We have Satellite Administrative Resources online which include all the information, instructions, and forms you will need for your satellite. (All of our forms and templates are also located on our web site. All approved satellites are given access to that part of our site.) We will send you QuickBooks Pro software. Visit www.tumi. org/satellitefaq for a downloadable template along with instructional videos on how to set up Quickbooks and invoice/receipt your students. Although it is not necessary for you to use this financial software, it is imperative that you obtain a financial system that will allow you to track your satellite’s expenses, record and track financial gifts from supporters or donors, and invoice and receipt your students. 2. Fully updated files for your students ensuring thorough records of all documents, invoices, receipts, and other correspondence. Create a confidential filing system in which you have all the necessary information on each student, mentor, and professor. 3. Prompt invoicing and receipting of your students. Your students are, in a sense, your “customers.” Be sure to handle all transactions quickly and accurately, making sure there are copies of the receipts in your files (see Appendix 18.4).

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