• Identify program location and what meeting spaces, resources, etc. are needed to operate the program. Examples include conference centers, churches, local business partnerships, etc.
• Find housing for attendees and staff.

• Every year, it’s a good idea to review your program’s website and update the information and pictures for accuracy.
• If you create a new webpage for your program and would like it highlighted on the Navigator’s Collegiate STP Page, please send the link to collegiate@navigators.org

• Typical Location Costs – Housing, food, cost of using event spaces, activity fees, and cost of supplies for the program (shirts, Bible studies, etc.)
• Extra Fees to Factor In
  • 3% credit card fee for payment
  • $1.50 per registration on Regfox
• Optional Registration Fee- This is not a requirement, but if you anticipate having some “front-end” costs, add this to the price after calculating the total cost per student.

• If your staff will need to temporarily increase their P-Card limit, you can request the increase by emailing the Navigators Account Processing Team with the name of the staff member and the amount you’d like to increase to. The email address for the AP team is: ap.team@navigators.org

• Many STPs have one form (Regfox, Google form, etc.) for an initial application and then later send out an additional Regfox to accepted participants to collect payments and any additional important info that they didn’t include on the initial application.
• A RegFox template is coming January of 2026 that you’ll be welcome to use for an initial application.

• Please email collegiate@navigators.org by the end of January with your onboarding/fundraising option selection and points of contact for the program.

• After you start formally accepting program attendees, you can send them your final Regfox to collect program fees, fill out forms, etc.
• A RegFox template will available in January 2026 that you’re welcome to use!
• Please include the following if you didn’t include them on your initial application. These will all be included in the available template, so no need to reinvent the wheel!
  • Cancellation Policy – Be sure to update the standard Navigator cancellation policy with the dates and refund amount that applies to your program. You can make any exceptions to this policy that you’d like, but we encourage you to at least put it in writing. This protects you from having to give someone a full refund if they cancel the day before your event.
  • Liability Release/Consent to Medical Treatment
  • Media Release
  • Emergency Contact and their contact info
  • Dietary Restrictions
  • Ethnicity
  • Year in School
  • Needed ADA Accommodations
  • Driver Authorization and Driver Training for anyone bringing a car to the program
  • Any additional info you’d like to collect: shirt sizes, venue-specific liability forms, travel itinerary, roommate request, etc.
• For any questions about setting up or managing your RegFox, please reach out to navevents@navigators.org

• All contracts that need to be signed with a vendor or facility must be approved by CARM (Corporate Affairs and Risk Management). To do so, send CARM a draft of the contract (prior to being signed) to carmsupport@navigators.org
• Contracts should be submitted no later than 3 months prior to the start of the program.

• Prior to the start of your STP, you must get Meeting and Activity Insurance through the Navigator’s CARM Department. To do so, click here and complete all sections. Log in with SSO by using your login credentials that you use for NavOffice.
• For questions related to Meeting and Activity Insurance, please contact Cindy Caruso at carmsupport@navigators.org

Submit contract deposits or invoices to FSC Finance for payment at FSC.finance@navigators.org

If your staff will need to temporarily increase their P-Card limit, you can request the increase by emailing the Navigators Account Processing Team with the name of the staff member and the amount you’d like to increase to. The email address for the AP team is: ap.team@navigators.org

• Email FSC.finance@navigators.org for a cash advance and provide the following information:
  • Amount of cash advance
  • Specific STP cost center to withdraw the money from (title and cost center number)
• Note:
  • Submit request 2 weeks prior to the need.
  • Only a salaried employee of the Navigators may request a cash advance.
  • You must report all approved cash advance requests through a Workday expense report in a timely manner

• Honorariums to staff may be paid either to their bank account with their paycheck or transferred to their cost center – Be specific when you request
• Honorariums to non-staff will be paid by check or direct deposit (ask for form if desired) · Submit all honorarium requests to FSC.finance@navigators.org at least 2 weeks before the end of STP.
• Note that honorariums are subject to federal and state income taxes, which can affect your STP budget. If you want recipients to net the full amount of the honorarium, you should budget for covering the taxes, which is often 20-30%, depending on their income. For example, if you want staff to net $500 for an honorarium, you should budget $625 to account for approximately 25% taxes. To ask for staff to net the honorarium amount, you would ask Finance for a “gross up” bonus of the amount staff should net.

Pay invoices with your P-Card or send them for payment to FSC.finance@navigators.org

• Identify program location and what meeting spaces, resources, etc. are needed to operate the program. Examples include conference centers, churches, local business partnerships, etc.
• Find housing for attendees and staff.

• Every year, it’s a good idea to review your program’s website and update the information and pictures for accuracy.
• If you create a new webpage for your program and would like it highlighted on the Navigator’s Collegiate STP Page, please send the link to collegiate@navigators.org

• Typical Location Costs – Housing, food, cost of using event spaces, activity fees, and cost of supplies for the program (shirts, Bible studies, etc.)
• Factor in Student Pay – If students are working jobs during STP, consider:
  • Are you expecting students to use money they make for food or play?
  • What’s your expectation of how fundraised money is used compared to “take-home” money?
• Extra Fees to Factor In
  • 13% “Nav Charge”
  • 1% Kairos Fund
  • 3% credit card fee on donations or payments (donors can choose to cover this when donating)
• Optional Registration Fee- This is not a requirement, but if you anticipate having some “front-end” costs, add this to the price after calculating the total cost per student.

• Many STPs have one form (Regfox, Google form, etc.) for an initial application and then later send out an additional Regfox with important forms/waivers and any additional info that they didn’t include on the initial application.
• A RegFox template is coming January of 2026 that you’ll be welcome to use for an initial application.

Please email collegiate@navigators.org by the end of January with your onboarding/fundraising option selection and point of contact for the program.

• After you start formally accepting program attendees, you can send them your final RegFox to collect liability waivers, fill out forms, etc.
• A RegFox template will available in January 2026 that you’re welcome to use!
• Please include the following if you didn’t include them on your initial application. These will all be included in the available template, so no need to reinvent the wheel!
  • Cancellation Policy – Be sure to update the standard Navigator cancellation policy with the dates and refund amount that applies to your program. You can make any exceptions to this policy that you’d like, but we encourage you to at least put it in writing. This protects you from having to give someone a full refund if they cancel the day before your event.
  • Liability Release/Consent to Medical Treatment
  • Media Release
  • Emergency Contact and their contact info
  • Dietary Restrictions
  • Ethnicity
  • Year in School
  • Needed ADA Accommodations
  • Driver Authorization and Driver Training for anyone bringing a car to the program
  • Any additional info you’d like to collect: shirt sizes, venue-specific liability forms, travel itinerary, roommate request, etc.
• For any questions about setting up or managing your RegFox, please reach out to navevents@navigators.org

• All contracts that need to be signed with a vendor or facility must be approved by CARM (Corporate Affairs and Risk Management). To do so, send CARM a draft of the contract (prior to being signed) to carmsupport@navigators.org
• Contracts should be submitted no later than 3 months prior to the start of the program.

Pay invoices with your P-Card or send them for payment to FSC.finance@navigators.org

• To be able to start the fundraising process, the Collegiate Office will need the following info to create donation pages.
  • Cost Center(s) number(s) that donations will come into
  • Estimated number of attendees
  • Donation page description
  • Donation page picture
• NOTE: Extensive info and video overviews about the fundraising process are available in this document from Michael in Advancement. Please read for more details!

Students complete final RegFox registration (e.g. sign media release/liability waiver, complete driver authorization, etc.)

STP Director/Admin will notify accepted students how to start fundraising. NOTE that extensive details on this process and video overviews are in this document from Michael in Advancement. Please read!

• The STP Director/Admin monitors the STP Cost Center(s) to:
  • Monitor progress on funding
  • Notify students which donors gave so that thank-you notes can be written.
• Since students fundraise into one or a small group of cost centers, donations must be tracked and linked to the correct students. This can be done in two ways:

1. Automated Tracking with Appeal Codes: The STP can work with the Collegiate Office/Advancement to set up a process that uses appeal codes to automatically track donations. In this process, each student is assigned a unique code to use in their fundraising that will be attached to a weekly report sent to STP staff that shows all gifts given to each student via their code. More details about this process can be found in this doc, as well as video overviews. Due to coordination needed with Advancement, the Collegiate Office must be notified of your decision to use appeal codes by January 31st.
2. Manual Tracking by STP Staff: If you don’t want to use the automatic appeal code process, STP staff can create a master spreadsheet of all student fundraising newsletter recipients, watch incoming donations in SFC, and manually track which donations go to each student.

Per Diems for Option 2 are paid by Cash Advances to Navigator Staff and are appropriate for one-off needs e.g. a special dinner out for team leaders etc. A Cash Advance allows Navigator staff to give cash to STP attendees to purchase a meal.

• Email FSC Finance at fsc.finance@navigators.org for a cash advance and provide the following information:
  • Amount of cash advance
  • Specific STP cost center to withdraw the the money from (Title and cost center number)
  • Submit request 2 weeks prior to the need
• Note:
  • Only a salaried employee of the Navigators may request a cash advance.
  • You must report all approved cash advance requests through a Workday expense report in a timely manner

• If your staff will need to temporarily increase their P-Card limit, you can request the increase by emailing the Navigators Account Processing Team with the name of the staff member and the amount you’d like to increase to. The email address for the AP team is: ap.team@navigators.org

• Prior to the start of your STP, you must get Meeting and Activity Insurance through the Navigator’s CARM Department. To do so, click here and complete all sections. Log in with SSO by using your login credentials that you use for NavOffice.
• For questions related to Meeting and Activity Insurance, please contact Cindy Caruso at carmsupport@navigators.org

• STPs can set up their RegFox page to allow students to make payments for their program fees either instead of fundraising or to cover any remaining amount that they weren’t able to fundraise. A non-receiptable payment means that the funds will not be viewed as a donation and can only be paid by the student themselves.
• The RegFox template coming in early 2026 will include options for these payments depending on the needs of your STP.
• STPs will be responsible for tracking student payments and ensuring the appropriate funds are collected from attendees.
• If you need help setting up a non-receiptable payment option on your RegFox, email navevents@navigators.org
• Other Situations You Might Encounter:
  • Friends or family may want to make the non-receiptable payment – Direct them to pay the student directly who will make the single payment on RegFox themself.
  • Student has cash or check – Submit a check or money order using the Non-Receiptable Income Form found in NavCentral and mail it to HQ.

• Student Team Leaders and Program Assistants are the only individuals eligible to receive stipends.
• Stipends must be a minimum of $250 and max of $2500, rounded to the nearest $10.
• All stipends must be requested no later than 2 weeks prior to the end of the STP.
• To submit a stipend request:
  • Have the recipient complete the online W9 submission form.
  • Then have the recipient complete the ACH form and send a scan of it with your request to FSC.finance@navigators.org.

• Honorariums to staff may be paid either to their bank account with their paycheck or transferred to their cost center – be specific when you request.
• Honorariums to non-staff will be paid by check or direct deposit (ask for form if desired).
• Submit all honorarium requests to FSC.finance@navigators.org at least 2 weeks before the end of STP.
• Note that honorariums are subject to federal and state income taxes, which can affect your STP budget. If you want recipients to net the full amount of the honorarium, you should budget for covering the taxes, which is often 20-30%, depending on their income. For example, if you want staff to net $500 for an honorarium, you could budget $625 to account for approximately 25% taxes. To ask for staff to net the honorarium amount, you would ask Finance for a “gross up” bonus of the amount staff should net.

• Pay invoices with your P-Card or send them for payment to FSC.finance@navigators.org

• Identify location for STP and what meeting spaces, resources, etc. are needed to operate the program (Conference Centers, Hotels, Churches, Business Partnerships etc.)
• Find Housing for Attendees and Staff

• Every year, it’s a good idea to review your program’s website and update the information and pictures to ensure accuracy.
• If you create a new webpage for your program and would like it highlighted on the Navigator’s Collegiate STP Page, please send the link to collegiate@navigators.org

• STP Location Costs – This includes housing expenses, food, cost of using an event center, activity fees, and cost of supplies for the program (shirts, Bible studies etc.)
• Factor in Student Pay – If students are working jobs while attending the STP, consider the following questions:
  Are you expecting students to use money they make for food or play while at STP?
  What’s your expectation of how fundraised money is used compared to “take-home” money?
• Extra Fees to Factor In:
  • 12 % “Nav Charge” 
  • 1% Kairos Fund
  • 3% Credit card payment fee on donations or payment
  • Total Charges: 16%
• Optional Registration Fee – This is not a Navigator requirement but if you anticipate having some “front-end” costs, add this onto the end after calculating the total cost per student.

Please email FSC Personnel at FSC.personnel@navigators.org by the end of January with your onboarding option selection

Decide how students apply to the program (Google Form, Email etc.)

How to Order Fundraising Supplies from the Nav Store:

• Log into the Navigator Store at www.navigatorstore.com
• If this is your first time logging into the store, please click “New User? Set Up Your Account Here” to complete the sign up.
• If you have forgotten your login you can select, “Need help logging in?” Enter your email and click “Submit.” Check your email inbox for an email with further instructions.
• Once you log in, at the top of the screen click “Fundraising” to customize fundraising materials and add them to your shopping cart.

For questions about ordering fundraising materials, please contact Staff Services at staff.services@navigators.org.

Pooled Fundraising Considerations:

There are two primary models for pooled fundraising:

• The first uses a singular cost center for all attendee fundraising.
• A second option is to use a small handful of cost centers (typically organized by campus).

For example, each campus in a region sending students to an STP uses a single campus cost center to pool funds from students located at that campus attending the program.

Review the intended cost center(s) for the pooled fundraising and notify FSC Finance if a new cost center needs to be created. Note, most STPs have pre-existing STP cost centers.

If using multiple cost centers, you will need to track which students are connected to which cost center and add that to the list of student information provided to FSC Personnel.

• Onboarding Option Selection
• STP Director and Points of Contact
• Email: FSC.personnel@navigators.org

• Fill out this form to have FSC Events create a RegFox Registration Link for you
• Information that will be needed:
  • Dates and location of your STP
  • Registration prices (staff price, student price, etc)
  • Coupon codes, discounts, or early-bird pricing
• You can collect a deposit up front and have the rest of the total taken out later if you prefer
• Cancellation policy (update standard cancellation policy with dates and refunded amount if necessary).
• Please note: you can make any exceptions to this policy you want. However, we encourage you to at least have it written out as it protects you from having to give someone a full refund if they cancel the day before your event.
• Any additional information you’d like to collect: t-shirt sizes, liability release from venue, travel itinerary, roommate request, etc.
• An FSC Events representative will be assigned to work with you to make sure the page looks the way you want it to.
• Signed releases of liability and media releases will be added to every registration page so that you will not need to collect that information in person. Other information that will be added: emergency contacts, dietary restrictions or physical limitations, Driver’s Authorization (Right Signature for non-staff), and Driver’s Training (MVR for non-staff and Driver’s Training specifically for Event).
• Credit and debit card payments will be automatically processed on RegFox. Navigator cost center transfers will be tracked and completed by FSC Finance every week: nothing else is required from you.
• FSC Events will set up automatic reports to send daily, weekly (Mondays or Fridays), or biweekly to the point person of your choice with all of the registration information collected. The report frequency can be changed at any time.
• For any questions, please reach out to fsc.events@navigators.org.
• For STPs intending on having the option for students to make non-receiptable program payments for their registration, please communicate this during the RegFox page setup with FSC Personnel.

All contracts that need to be signed with a vendor or facility must be approved by CARM (Corporate Affairs and Risk Management). To do so, send a draft of the contract (prior to being signed) to Michelle Alvis at: michelle.alvis@navigators.org

Contracts should be submitted no later than 3 months prior to the start of the event.

Submit contract deposits or invoices to FSC Finance for payment at FSC.finance@navigators.org

Each STP will need to submit the following information to the FSC Personnel team at FSC.personnel@navigators.org:

• List of students’ names and email addresses
• Expected number of attendees

• Students complete all onboarding tasks in RegFox.
• FSC Events will set up automatic reports to send daily, weekly (Mondays or Fridays), or bi weekly to the point person of your choice with all of the registration information collected. The report frequency can be changed at any time.
• For any questions, please reach out to fsc.events@navigators.org

The STP Director/Administrator will notify students about how to start funding with the pooled funding model.

Per Diems for Option 3 are paid through Cash Advances to Navigator Staff and are appropriate for one-off Per Diem needs. Example: a special dinner out for team leaders etc. A Cash Advance allows Navigator staff to give cash to STP attendees to purchase a meal.

Email FSC Personnel at FSC.personnel@navigators.org with information about any additional Navigator staff members helping plan the program (e.g. if you want us to contact a specific person about finance or administrative details). Please include their contact information and role.

If your staff will need to temporarily increase their P-Card limit, you can request the increase by emailing the Navigators Account Processing Team with the name of the staff member and the amount you’d like to increase to. The email address for the AP team is: ap.team@navigators.org

• Email FSC Finance at fsc.finance@navigators.org for a cash advance and provide the following information:
  • Amount of cash advance
  • Specific STP cost center to withdraw the the money from (Title and cost center number)
  • Submit request 2 weeks prior to the need
• Note:
  • Only a salaried employee of the Navigators may request a cash advance.
  • You must report all approved cash advance requests through a Workday expense report in a timely manner

STPs can have their Regfox page set up that will allow students to make non-receiptable payments for their program registration. As a non-receiptable payment, these funds will not be viewed as a donation and can only be paid by the student themselves. To use the Non-Receiptable STP Registration Payment Process:

• Regfox Page Setup: FSC is notified during onboarding option selection by the STP that they envision pooled fundraising with the option of students to pay non receiptable registrations or portions of registrations
  1. FSC creates the Regfox page allowing for this feature using one of the tools below (or a combination) based on the needs of the STP:
     • One registration cost with coupon codes to reduce payments by certain amounts
     • An open payment amount field in which registrants can input the amount to be paid
     • Stepped registration options at different amounts (i.e. $300, $400, $500)
  2. All pages will include a reminder that the payment is not tax-deductible.
• Payment Amounts: STP staff direct students to the Reg Fox page for non-receiptable payments
  • For students desiring to pay for the entire STP registration
  • For students needing to pay a remaining balance if fundraising is short- STP staff will notify students of the exact payment amount to make on Regfox.

*STPs will be responsible for tracking student payments and ensuring the appropriate funds are collected from their attendees

• Other Situations
  • Friends or family desiring to make a non-receiptable payment- Direct them to pay the student who in turn will make a single payment on Regfox for their program registration
  • Student has cash or check- Submit a check or money order using the Navigator’s Non-Receiptable Income Form and mailing it to HQ

• For an attendee to receive a stipend, the following must be met:
  • Student Team Leaders and Program Assistants are the only individuals eligible for stipends in option 3.
  • Issued stipends must be a minimum of $250 and maximum of $2500 and rounded to the nearest $10.
  • All stipends need to be requested no later than 2 weeks prior to the end of the STP.
  • Stipends cannot be directly related to the amount the attendee fundraised but rather be related to serving in a leadership role such as a team leader or program assistant.
• To submit a stipend request:
  • Step 1. All stipend recipients must complete the online W9 submission: https://w9.navigators.org/
  • Step 2. All stipend recipients must complete the ACH Agreement to set up a direct deposit. Click here  for accessing the ACH form and mail or scan the completed document to the FSC Finance Team at FSC.finance@navigators.org

• Honorariums to staff may be paid either to them personally (to their bank account with their paycheck) or transferred to their ministry account (cost center)  – Be specific when you request
• Honorariums to non-staff will be paid by check or direct deposit (ask for form if desired)
• Submit honorarium requests (for staff or non-staff) to the finance team at: fsc.finance@navigators.org –
• Honorariums need to be submitted at least 2 weeks before the end of STP.

Note: Honorariums can be taxed at a high rate and based on individual tax elections.  Be aware of the financial impact on your STP budget if paying multiple honorariums.  It’s very possible to se a 20% increase in the honorarium expense if the amount is “grossed up”.  A $500 honorarium “grossed up” actually costs the STP $600 for instance.