Moishe House Without Walls Host Guidebook

Transcription

1 1 Moishe House Without Walls Host Guidebook

2 2 TABLE OF CONTENTS Welcome Letter from David Cygielman - CEO (pg 3) Meet the MHWOW Team (pg 4) Getting Started: How to host and Program Categories (pg 5) Submitting your Program (pg 6) Submitting Documentation (pg 7) Tracking Reimbursements (pg 8) Uploading your receipts & Policies (pg 9) Additional Benefits & Frequently Asked Questions (pg 11) MHWOW Agreement (pg 13)

3 3 Letter from the CEO Dear Moishe House Without Walls Host, It is my pleasure to welcome you to the Moishe House Family. You are now part of a global network of program hosts that are changing the face of the Jewish community. You have been selected to help pioneer this effort because we believe you will excel at the opportunity set before you. I am confident that this next year will be one filled with excitement and growth. Through the success of Moishe House, we have worked to create even more paths for 20-something s to be leaders in their local communities. Moishe House Without Walls (MHWOW) offers the Moishe House experience to those who do not currently live in a Moishe House. We developed MHWOW to provide a way for young Jews to get excited about gathering and learning from one another in ways that feel meaningful to them. What excites me most about this program is the potential of all of our hosts to have a lasting positive impact on their communities. By providing you with the necessary resources and support, I believe that you will be able to make leadership development and community building a larger priority in your life. On behalf of The Moishe Foundation and the global Moishe House network, I warmly welcome you through the front door of our home. Warmest Regards, David Cygielman CEO Mission Statement Moishe House Without Walls empowers year olds who do not live in a Moishe House with the financial and programmatic support they need to build the communities they envision for people their age. MHWOW is a simple, easy to use platform for Jewish young adults to plan programs that they feel contributes to a more vibrant, pluralistic community for themselves and their peers.

4 4 Moishe House Staff- Who can answer my question? First check out the Frequently Asked Questions section of this guidebook on page 11. Not sure who to talk to?

5 5 Program Categories A program is defined as a documented activity that has a minimum of four participants (including the host). Hosts are eligible for reimbursements of $15/person, up to 10 people ($150) for each program they create. Moishe House currently recognizes community-building programs in the following four categories: Jewish Culture and Holidays (be sure to mark Shabbat programs if it applies) o Celebrating the Jewish holidays and cultural aspects Ex: Holidays - Shabbat, Pesach, Rosh Hashanah, Purim Ex: Culture Challah baking, Israeli line dancing Jewish learning Ex: Torah and Tea: Monthly Torah Study Ex: How to host a Tu b shevat Seder Repair the World o Volunteer/social justice This can be with most non-profit organizations (Jewish or secular) or on your own o A repair the world event counts towards a Jewish program Ex: Participating in the Jewish World Watch Walk to End Genocide Ex: Volunteer at the local food bank Social A social gathering - not required to include Jewish content Ex: Game Night Ex: Yoga on the beach We encourage diversity in programming, and we often work collaboratively with our hosts to increase the impact and scope of their programs. You can also visit look at the houses list and peruse their calendars for program ideas. If you have any questions about which category your program falls under, please us at withoutwalls@moishehouse.org. Your first program must fall under one of the following categories: Jewish culture and holidays, Jewish learning or repair the world. MHWOW hosts cannot host consecutive social programs. MHWOW is committed to having at least 50% of all programs include Jewish content. In accordance with our commitment to pluralism, Moishe House programs will NEVER: Endorse, promote, advocate or serve as a platform for anti-semitism or other forms of bigotry including racism, sexism, homophobia, or any forms of extremism; Seek to proselytize Jews away from Judaism; endorse, advocate or serve as a platform for physical harm to Jews, Israelis or deny Israel s right to exist as a secure, democratic Jewish state. Moishe House understands that different communities will have a variety of relationships to Judaism and engage in a multiplicity of levels of Jewish practice. Therefore, Moishe House has no official kashrut policy. We request that during Moishe House programs, hosts do not engage in blatantly un-kosher practices (e.g. serving pork or shrimp at a barbeque).

6 6 Submitting program requests and the reimbursement process The Mintranet is Moishe House s online system where you will submit your program request(s), your documentation (three (3) photos, participant info, and receipts) and track your reimbursements. Example of how it looks to submit a program request: Submitting a program request on the Mintranet Step 1: Log in to your user profile and submit a program request You should submit your program at least TEN (10) business days in advance. If you find yourself past the deadline, WithoutWalls@MoisheHouse.org Fill out all the fields in the program application and be as descriptive as possible. Be creative! Be aspirational! Step 2: Hosting your program You must receive an approval before you can host your program. If your program doesn t meet the requirements for approval you will receive a message detailing why or, asking clarifying questions.

7 7 Submitting documentation post program Step1: Once you have hosted your program, login into your Mintranet account & click on my programs to Be reimbursed, you must enter ALL of the following: Participant info: Click edit. Once in the program, enter your attendees at the bottom of the page by clicking add more rows (you will need to use this button for each attendee) o First and last names Be sure to include yourself in this list o address This is simply to identify individuals in our system (there are a lot of Rachel Cohen s in this world) Feel free to only write the first half of the address leaving Photos: Click on the to add photos. Once your photos have been successfully uploaded, you will see a green check mark. o At least three photos are required for each event If holiday observance prohibits taking photos, please photograph the preparation of your program (e.g. food preparation, setting up the space, or even pictures of yourself getting ready!) o your photos should reflect the number of participants at the event Receipts: Once on the homepage click upload receipts or once in the program click add receipts o In order to be reimbursed receipts need to contain ALL of the following: An itemized list of what you purchased (1) Vendor printed date of purchase (2) Vendor name and contact information (3) Proof of payment method (4) *please make sure to upload clear receipt images, if you can t read them, neither can we! Handwritten receipts are NOT eligible for reimbursement You can create an invoice for a vendor or educator but it must still include the all of the above. A signature from the vendor is required regardless of method of payment. For an example invoice please contact withoutwalls@moishehouse.org *If you are missing any of the above, your receipt may not be approved.* This is what a completed program page will look like with approved receipts

8 8 Step 2: Tracking reimbursements When you upload your receipt it will appear blue. That means you have successfully uploaded the receipt. If the receipt it is green then we have reviewed and approved your receipt (yay!). If the receipt is red then we have rejected the receipt, check your , (we have ed you a reason why) then resubmit your receipt. Reimbursement Time Frame AKA Close-Out This process must be completed within two weeks after your program. If you take more than two weeks to submit post-program documentation, your reimbursement is not guaranteed. All reimbursements are processed on a monthly basis (on the 10 th of each month). Reimbursements can take anywhere from 2-6 weeks to arrive. In order to be reimbursed, you must set up direct deposit, this includes providing your bank account and routing numbers. or call the Finance department at Moishe House; caitlynne@moishehouse.org (855) Co-hosting an event MHWOW hosts may be eligible to co-host an event with another MHWOW host. Typically, people cohost events when there are many attendees (15+), complicated logistics (organizing a multiplicity of activities) or ambitiously creative programming. Co-hosted programs are eligible for reimbursements of $15/person, up to 15 people ($225). If two hosts want to work collaboratively on a larger program, ONE person needs to register the program, write in the description box your co-host s first and last name and withoutwalls@moishehouse.org with your request. A program with two hosts must be approved by the Moishe House Without Walls staff prior to the event. Reimbursable items

9 9 Typical items eligible for reimbursement include perishables that will be depleted during the program. These can include food, arts and craft supplies, and disposable plates, cups and cutlery. If you would like to purchase items outside of these categories, you must contact your MH staff representative for approval. Failure to alert your Moishe House representative may mean the item is not reimbursed. Moishe House does not reimburse for meals purchased at restaurants/bars, gas/travel expenses, gift cards, non-perishable house items (appliances) or the rental of event space or furniture. Typically, if something is under $15 and perishable, it is eligible for reimbursement. If you would like to be reimbursed for something that is both non-perishable and greater than $15, you must contact MH staff before purchasing. Alcohol policy The only alcohol eligible for reimbursement is Kiddush wine and/or beer. Your alcohol budget is 20% of your total purchases. For example: if 10 people attend the event that means you can spend $30 of the $150 on beer and/or wine. Kiddush alcohol must be used to sanctify any meaningful moment, be it holiday or not. MHWOW does not reimburse for liquor. Receipt upload screen You should have already entered in your participation list prior to reaching this screen (see pg 7). Program: choose the appropriate program for this receipt. Description: describe the items that you have purchased and their purpose. Budget: MHWOW events fall under house budget. Learning retreat reimbursements fall under learning retreat. Submitter: your name should appear here! Amount: please only write the amount for which you are eligible. For example, if the receipt total exceeds the amount for which you are eligible please only write your budgeted amount.

10 10 For each reimbursement request, please make sure to upload each receipt individually Do not upload multiple receipts together. Some stores (like Sprouts in San Diego) print on both sides of a receipt. In such cases, use a photo or word processing program to upload one.jpg file with both sides of the receipt pictured. All non-english language receipts must have English translations written next to the line items on the receipt. For receipts not in US Dollars, totals must be converted to USD ($) and written next to the total on the receipt. Per IRS regulations, receipts older than three months are not eligible for reimbursement. In this case, your purchase can be made into a donation for Moishe House, and we can provide you with a tax-deductible receipt. This includes all United States and international program receipts. On January 15th of each year, ALL receipts from the previous fiscal year will be due (if your program occurs between October 15 and January 7 your receipts are due on or before January 7 th ). After January 15th, any un-submitted reimbursements from the previous calendar year will no longer be eligible for reimbursement. The 3-month max policy DOES NOT apply during this time. Important Additional Policies We ask that you respond to any phone calls within 48 hours and any s within 2-3 business days and we will do the same. You are eligible to use Moishe House Without Walls twice a month for a period of three years, starting with the date of your first program. MHWOW Hosts and Moishe House residents may not combine budgets or use one program to count for both quotas. Drug and Alcohol Policy The use of alcoholic beverages by members of the Moishe House community is at all times subject to alcohol beverage laws of the state, city or country that they reside in, including but not limited to: Drinking Age Laws and Open Container Laws. Moishe House does not allow the usage or promotion of any illegal drugs or controlled substances (federal or state), including, but not limited to schedule I, II, IV, and V, and marijuana, regardless of current state law at the location of Moishe House Without Walls events. Illegal drugs/controlled substances are not allowed at any Moishe House event in any country. Violating this alcohol and drug policy is cause for terminating your Moishe House agreement and revocation of your MHWOW host status.

11 11 Additional Benefits for Moishe House Without Walls Hosts Moishe House Retreats Visit for our schedule and for specific retreat information. Retreat participation and lodging are covered for all participants (an approximate $500 gift from our donors) and Moishe House offers travel stipends for retreat participants. MHWOW hosts who have hosted 3 or more programs are eligible for retreat travel expenses up to $250. Community members who are not program hosts, and MHWOW hosts who have hosted less than three programs can receive up to $100 in travel subsidy. Scholarships - If you are a learning retreat alumni or Moishe House resident alumni you are eligible to apply for scholarships. Apply for a scholarship by logging onto the homepage of the Mintranet and click on the scholarship button to fill out an application. Moishe House recognizes that there are many Jewish organizations offering high quality Jewish learning experiences. Please note in order to qualify for a scholarship your event should be an educational experience, conference or course in the Jewish arena. We are here to provide support as you seek to reach your Jewish educational and leadership development goals. Frequently Asked Questions Q: I m having trouble uploading my receipts/pictures onto the Mintranet, may I simply them to you? A: No, we need all receipts to be on the Mintranet. In addition, in order to fix the problem our IT department needs to be aware of it. Please go to the home page of the Mintranet and press the help button (bottom right corner). Be specific about the issue you are having. If the IT dept cannot fix the problem please contact withoutwalls@moishehouse.org. Q: When do we get reimbursed? /Where is my reimbursement? A: Please look at page 8 for all reimbursement information. Q: How do I delete a receipt or a program? A: If you are trying to delete a program, click on the My programs button, all your programs should be listed on this screen. There is a delete button. Once a program has been deleted it cannot be recovered. Q: Can I change the date of a program? A: Yes, click on the edit button for the program you want to change (see picture above). And then edit the date of your program! A receipt must have the following to be reimbursed An itemized list of what you purchased (1)

12 Vendor printed date of purchase (2) Vendor name and contact information (3) Proof of payment method (4) Here is an example receipt: 12

13 13 By Registering for MHWOW, you Agree to share/announce that your program is sponsored by Moishe House Without Walls during the program itself and on program announcements, advertising, and invitations. Understand Moishe House policy on serving alcohol at Moishe House Without Walls programs. Understand that in hosting programs as an MHWOW host, you are acting as an individual, and that you are solely responsible for honoring all applicable laws relating to alcohol, noise, etc. You agree that Moishe House has no liability for your actions or the actions of your guests at an MHWOW program. Acknowledge that program policies and guidelines are subject to change, and that it is your responsibility (as an MHWOW host) to remain up to date. You will be diligent in reading s and communications from Moishe House in order to keep up with policy changes. Moishe House has your permission to use your photograph, likeness, profile and/or story in any and all publications, web pages and other promotional materials produced, used by and representing Moishe House. You understand that the circulation of the materials could be worldwide and there will be no compensation for this use. Agree to all of the aforementioned policies as well as any other directives given by a Moishe House Staff Member. You understand that this acknowledgment can be used as proof that you have been briefed on Moishe House Without Walls policies and procedures. You affirm in that in good faith and that you have read and agreed to this document. FOR INTERNATIONAL REIMBURSEMENTS: you understand that the only way Moishe House currently reimburses international MHWOW hosts is through Paypal. You agree to provide Moishe House with a Paypal address that will accept payments from the United States. You understand that without this, you cannot utilize MHWOW.