• 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.

• The STP Director and assisting Navigator staff will monitor the STP Cost Center(s) as the pooled funding progresses. This monitoring helps to:
  • Monitor progress on funding numbers
  • Notify students of which donors gave so that “thank yous” can be written
• STPs onboarding via Option 3 face the challenge of tracking incoming gifts in a pooled fundraising model. This can be done in a couple of ways:
  • Manual tracking by region staff: STP staff create a master spreadsheet of all student fundraising newsletter recipients. They then watch incoming donations and manually track which donors have given gifts intended for which students.
• Automated Tracking with Appeal Codes: For STPs desiring to use a pooled fundraising method for students but with a timesaving process of automated gift tracking, the STP can work with the FSC Collegiate Operations Manager to set up appeal codes. In this process, each student will have a unique appeal code that they can use in their funding that will be attached to a weekly report sent to the STP staff that portrays all of the gifts given to each student via their appeal code.
  • This process changes slightly from year to year so please email Collin Russ at collin.russ@navigators.org if you want to use this appeal code process for students attending your STP to talk about next steps.
  • Due to the coordination with the Development team, in order to have appeal codes prepared in time for students to start fundraising, the decision to use appeal codes in fundraising must be determined by January 31^st.

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

• Prior to the start of your STP, you will need to get Meeting and Activity Insurance through the Navigator’s CARM Department. To do so, click here and complete all sections.
• For questions related to Meeting and Activity Insurance, please contact Cindy Caruso at cindy.caruso@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