Home Forms
| AD Minute | ||
| Who | Who/What is the minute pertaining to? Include missionary name, spouse, account, institution, children, etc. | Joe Missionary |
| What | Subject | Travel |
| When | Time - Start dates, end dates, release dates, etc. | April 29-May 3, 2013 |
| Where | Location someone or something is at or is going to be at-country, account, institution, etc. |
Waxahachie, TX |
| Why | Reason | To attend the ACLAME Educator's Summit |
| How Much | Dollar amount to complete task - numbers only, 1 to 999999. | 2500 |
| What Account/Class | Financial Class / Account to use for this request. (00, etc.) | 00 |
| Email Address | Additional information. | Email@Address.com |
| Note | Additional information. | Recommended by field Coordinator |
| Name | Subject | Minute Template followed by an example |
| [name] | Equipment:Work | Approve[d] [name of person] (who); equipment purchase of [equipment] (what); (when); for [name/institution] (where); to be used for [purpose] (why); in the amount of [cost] (how). |
| Approved John Missionary (who); equipment purchase of used keyboard, keyboard accessories, projector and computer (what); with July 2012 closing (when); for El Oasis Center (where); for tracking projects and presentation (why); costs $950.00 from (00) (how). | ||
| [name] | Personal Leave:
For Medical, One person |
Approve[d] [name of person to receive care] (who); personal leave (what); effective [start date of leave] to [end date of leave] (when); [country or state (if based in US)] (where); [reason] (why); [estimated amount] to be paid from [account name and number] (how). |
| Approved Joe Missionary (who); personal leave (what); effective July 9-15, 2013 (when); Thailand (where); for medical (why); up to $5,000 to be paid from (00) (how). | ||
| [name] | Personal Leave: For Medical, Spouse accompanying |
Approve[d] [name of person to receive care] accompanied by [name(s) & relationships to person being treated] (who); personal leave (what); effective [start date of leave] to [end date of leave] (when); [country or state (if based in US)] (where); [estimated amount] to be paid from [account name & number] (how). |
| Approved Lorraine Missionary accompanied by husband Lee (who); personal leave (what); effective April 15-30, 2013 (when); Thailand (where);for medical (why); up to $10,000 paid from (00) (how). | ||
| [name] | Travel: One person |
Approve[d] [name] (who); travel (what); [start date - end date] (when); [city, country] (when); [purpose] (why); estimated cost is [dollar amount] (how) and (note). |
| Approved Barbara Missionary (who); travel (what); April 3-24, 2013 (when); Belgium (where); to assist April Forster with a conference and with Breaking Chains Network ministry with GTL (why); $2,396.29 covered at (00) expense (how); as recommended by area director Tim Southerland (note). | ||
| [name] | Travel: HOH & Spouse |
Approve[d] [M/M] (who); travel (what); [start date - end date] (when); [city, country] (where); [purpose] (why); estimated cost is [dollar amount] (how). |
| Approved Allen and Mary Missionary (who); travel (what); April 28-May 3, 2013 (when); Waxahachie, TX (where); to assist with the logistical aspects during the ACLAME Summit (why); $2,197.34 (00) expense (how). | ||
| Name | Subject | Minute Template followed by an example |
| [name] | Travel: HOH and MK |
Approved [name(s) of those traveling (HOH and son...)] (who); travel (what); [start date - end date] (when); [city, country] where); for [purpose] (why); estimated cost is [dollar amount] (how). |
| Approved Steve Missionary and son Levi (who); travel (what); August 21-24, 2013 (when); to Penn State (where); to drop son off at college (why); up to $4,500 from (00) taxable (how). | ||
| [name] |
Travel:
Team, Insurance |
Approve[d] [team] (who); travel (what); [start date - end date] (when); [city, country] (where); [purpose] (why); estimated cost is [dollar amount], expenses will be covered by [missionary? Other traveler?]; [he/she] will be put on the GTL insurance policy with premium [charged to such-and-such account] (how). |
| Approved Europe's Children short-term team (who); travel (what); April 24-May 1, 2013 (when); Slovakia (where); to minister at missions childrens' homes (why); with $5,000 to be paid by (AG church) and $15,000 by team individuals, team to be put on GTL insurance and premium charged to the team's account (how). | ||
| [name] | SDR Reporting | Approved [name] (who); SDR extension of SDR [number] (what); [length of extension] until [date] (when); (no-where); due to [reason] (why); (no-how). |
| Approved Keith Missionary (who); extension on SDR #65895 (what); two month extension to April 30, 2013 (when); (no-where); due to delay with visas in Ecuador, working with lawyer to receive recipts to turn in (why); (no-how). | ||
| [name] |
Status - Change:
Just change of status |
Approve [name] (who); the change of status from [current status] to [new status] (what); (no-where); effective [date] (when); (no-where); [reason] (why); (no-how). |
| Approved Sandy Associate (who); change of status from MV to AW (what); effective April 5, 2013 (when); (no-where); due to lack of communication (why); (no-how). | ||
| [name] |
Status - Change:
Active to RM, Retirement |
Approve [name] (who); change of status from [status] to Retired Missionary (RM) (what); effective [date of retirement] with last regular disbursement check on [10th day of month of retirement] unless retiring prior to this date, support package plan ADP to be relased with the final check on [10th day of month of retirement] (when);(no-where); (why-implied); balance of (00) up to [$20,000/couple; $17,000/single] release of support package plan ADP, transfer up to $5,000 ADP to class (40) for short-term travel within ST policy guidelines (how). |
| Approved Duane and Nancy Missionary (who); change of status from RS to Retired Missionary (RM) (what); effective March 31, 2014 with last regular disbursement check on March 10, 2014 (when); (no-where); (no-why); transfer up to $5,000 ADP to class (40) for short-term ministry within Short Term Minister Abroad policy guidelines (how). | ||
| Name | Subject | Minute Template followed by an example |
| [name] |
Status - Change:
Active to AGUSM |
Approve [names] (who); transfer from AG to AGUSM (what); effective [date] with last check [date] (when), (no-where); (no-why); with three-month transition amount [and other information pertaining to insurance, etc] (how). |
| Approved Eric and Anita Missionary (who); transfer from AG to AGUSM; effective March 31, 2013 with last check on March 10, 2013 (when); (no-where); (no-why); and transfer three month's allowance. Last day for IMG Insurance to be March 31, 2013. Close AGWM cash receipts as of 3/31/13 (how). NOTE: Shipping charges and any other outstanding expenses need to be considered before funds are transferred (note). | ||
| [name] |
Status - Change:
Active to ML, Resignation |
Approve [names] (who); resignation and transfer from AG to ML (what); effective [date] with last check [date] (when), (no-where); [reason] (why); with [other information pertaining to compensation, insurance, account balance, etc] (how). Additional informaiton (note). |
| Approve George and Miriam Missionary (who); resignation and transfer to ML (what); effective January 31, 2014, with last check on January 10, 2014 (when); (no-where); to take a pastorate (why); compensation after October 31, 2013 to include: (a) housing & personal allowance ADP, (b) medical Social Security Assistance transfers ADP. (c) medical fund and personal property insurance UND. After all reporting and account/classes have been balanced and cleared, move any remaining funds to (name of region) Field (40) (how). Resignation accepted with much appreciation and gratitude for faithful service. Recommended by RD and AD (note). | ||
| [name] |
Status - Change:
Termination |
Approve [name] (who); termination (what); effective [date], continue personal allowance and medical coverage until [date], with last check on [10th of the last month], or until gainfully employed (when); (no-where); (why-implied); change status to ML and discontinue work advances (how). |
| Approved M/M Missionary (who); termination from missionary service (what) and place on ML effective June 30, 2014, with last check on June 10, 2014 (when); (no-where); (no-why); and discontinue work advances (how). | ||
| [name or institution] | Standard Transfers | Approve[d] [name] (who); standard transfer (what); effective date (when); (no-where); for [reason] (why); [amount] from [account, class] to [receiving account, class] (how). Additional information (note). |
| Approve Joe Missionary (who); standard monthly transfer (what); effective September 2014 to August 2015 (when); (no-where); for on-field storage fees during itineration (why); in the amount of $200 from (00) to the [name of region] Field Housing Fund #376064 (88) (how). If itineration is extended beyond August 2015, storage fees will continue (note). | ||
| [name or institution] |
Disbursements:
OTO |
Approve[d] [name] (who); OTO disbursement (what); (no-when); for [purpose] (why); in the amount of [dollar amount] from [account, class] (how). |
| Approved Kent Missionary (who); OTO disbursement (what); effective immediately (when); (no-where); for HIV/AIDS sewing ministry as designated by donor (why); in the amount of $18,000 from his (40) (how). | ||
| Name | Subject | Minute Template followed by an example |
| [name or institution] |
Disbursements:
Exception to Policy |
Approve[d] [name] (who); standard disbursement (what); (no-when (implied)); for [purpose] (why); in the amount of [dollar amount] from [account, class] and special instructions (how). |
| Approve Mr Missionary (who); dispursement, as an exception to policy (what), (no-when); (no-where); as a guarantee of funds for visa procurement and country requirements (why); in the amount of $70,000 with an overdraft to class (45) from the [region name] account #870766 (88) to his AGCU account, with the balance of funds to be returned within the requirement of SDR reporting (how). | ||
| [name or institution] |
Disbursements:
Special Check |
Approve[d] [name] (who); special check disbursement (what); (no-when (implied); for [purpose] (why); in the amount of [dollar amount] from [account, class] (how). |
| Approved R. W. Missionary (who); special check disbursement (what); issue April 3, 2013 (when); (no-where); for reimbursement of meal costs (why); in the amount of $50.77 from Class (00) (how). | ||
| [name or institution] |
Disbursements:
Standard |
Approve[d] [name] (who); special check disbursement (what); (no-when (implied); for [purpose] (why); in the amount of [dollar amount] from [account, class] (how). |
| Approve Global Initiative (who); disbursement (what); (no-when); (no-where); for airline ticket purchases for team to Egypt, Germany, Indonesia and New York (why); from GI account #539084 (40) to the GI Commerce Bank account (how). | ||
| [name] | Itineration | Approved [name] (who); regular itineration cycle (what); beginning [start date] and departure for the field [date] (when); (no-where); (no-why); (no-how). |
| Approved Amanda Missionary (who); regular itineration cycle (what); beginning May 1, 2013 and departure for the field May 1, 2014 (when); (no-where); (no-why); (no-how). | ||
| [name] | Itineration Extension | Approved [name] (who); [first, second, etc.] extension to itineration cycle of three months (what); beginning [start date], target date to the field is [date] (when); (no-where); [reason] (why); (no-how). |
| Approved I. Missionary (who); second extension to itineration cycle of three months (what); beginning April 1, 2013 and target date to the field July 1, 2013 (when); (no-where); to complete their budget (why); (no-how). | ||