Will I have to pay the higher "New Volunteer" rate if I have to start the visa & work permit process again?
New volunteers are assessed a higher cost share because the time and paperwork are substantially more than a renewal. Be sure to communicate your international travel plans with HR before leaving the country so they can help ensure you don't invalidate your visa or work permit. If you communicate with HR and there is no way to avoid losing your status, you can still pay the renewal rate upon your return. If you are gone for more than a year, you will be assessed the new volunteer rate no matter what.
How is project cost share calculated?
There is no percentage fee assessed to Project donations brought into FCF. Instead, we use a monthly Project cost share contribution. Each year we recalculate Project cost share to be as at-cost as possible. It doesn’t make sense for a small Project of 3 people to pay the same amount as a large Project of 27 so we factor in 17 measurable variables of Projects that help us land on a final number that reflects the percentage of FCF that the Project makes up such as number of staff, number of financial transactions, or whether or not they are at a branch office. Every year requires re-balancing as Projects evolve, but there typically aren’t large adjustments to be made for any given Project that would dramatically change budgets.
At the end of the year, whatever is not spent from the admin budget is rolled over into calculating cost share next year. For example, 30,000b leftover in the finance budget doesn’t mean the finance team gets a big party at The Duke’s to drain the remaining money. It stays in the general fund for the coming year, reducing the overall cost share needed. We hope to grow the fundraising piece more to reduce the burden on volunteers and Projects in the coming years. This is a challenge as a local organization in Thailand without an international presence or dedicated fundraising team for the general fund, but our leadership is pursuing leads as they become available and time permits.
In 2021, only 6.3% of our expenses went toward operating our 3 foundation administrative offices. We are committed to keeping admin costs low without compromising our high level of care for families and our impact on Thai society. Thanks to a dedicated network of volunteers for our Projects, we don’t have any fundraising expenses, enabling us to direct a high percentage of our revenue toward pursuing our mission.
How are project cost share contributions made?
Project cost share contributions are automatically transferred from local project designated funds monthly by the finance office.
What types of services do projects benefit from?
Community Relations - The primary role of community relations is to act as a liaison, consultant, and representative on behalf of FCF ministries. Khun Dao works as our Community Relations Officer and has nearly 2 decades of knowledge and experience. You can reach her at firstname.lastname@example.org.
Communicate with government agencies regarding FCF activities and vision, including hosting government officials and answering their questions about our foundation during audits at the office.
Communicate with leaders of local communities to ensure understanding and cooperation in the places our Projects and programs serve.
Pursue legal consultation on behalf of Projects and programs on specific topics, such as how to operate a small business under a foundation legally.
Assist FCF team members with vehicle registrations, land registrations, and landlord negotiations.
Operations & Human Resources - The primary role of operations & HR is to manage the everyday processes that keep our foundation moving ahead and to support our volunteers & staff. Jesse Mitchum leads the operations & HR team and can be your first point of contact with any questions at email@example.com.
Provide human resource and legal services for all FCF Projects, staff, and volunteers. This includes visa & work permit services, onboarding, and training staff, as well as recruiting, onboarding, and training volunteers.
Implement and manage technologies to assist FCF staff and volunteers in their productivity and communication, including web hosting, brand design, and communication consulting.
Collect, translate, and submit regular volunteer reports to the Department of Social Development and Welfare.
Serve the broader community through the sharing of useful information in regard to volunteers and foundations in Thailand.
Lead the entire admin team in creating a high-quality annual report to submit to the government and to send to stakeholders.
Social Worker & Child Protection - The primary role of our licensed social worker, Khun Jume, is to ensure FCF has a high standard of child protection. Khun Jume is also the Director of BanSanRak. If you have any questions or need to report anything related to child protection, you can contact her at firstname.lastname@example.org.
Part of maintaining a social worker license is attending regular government training and informative meetings so Khun Jume can keep FCF updated on any changes to Thai law or policies.
Create and enforce FCF’s child protection policy and train staff and volunteers on child protection policies and best practices.
Respond to any child protection issues.
Manage and advise Projects on child protection issues and specific cases.
Advocate for all clients under FCF.
Finance - The primary role of finance is to make sure FCF meets the highest level of excellence in financial reporting, integrity, accountability, and government compliance without compromising our service. The goal is to have efficient processes that can help us keep those high standards and reduce costs yet keep the burden of work as minimal as possible for directors. Marcus leads the finance and focuses more on the broader picture of FCF finance. Khun Lume’s focus is on the detailed financial processes and daily transactions. General inquiries can be sent to email@example.com or you can contact them individually at firstname.lastname@example.org or email@example.com.
Manage organizational cash flow, budgets, and financial reports.
Provide timely, accurate, and complete information to the FCF executive board, auditors, Department of Revenue, and stakeholders.
Meet the unique financial needs of all projects and programs while ensuring that all finance activities adhere to foundation policies and procedures, Thai accounting standards, and laws established by the government.
Process payroll, which includes but is not limited to reporting salary changes, reporting and paying legally required workers’ compensation insurance, withholding and paying school loan payments, social security, and income tax.
Review grant applications and reports to grantors that have an MOU directly with FCF. Projects are responsible for meeting the reporting requirements of their grantors.
Fulfill funds requests, review expense reports, and keep our cloud accounting application, Aplos, up to date.
Manage and keep 8 bank accounts and 82 active designated funds separated and updated for various directors and stakeholders to track.
Submit annual compliance and maintain relationships in good standing with Cord Ministries, GlobalGiving, and PayPal so everyone can continue using them as resources.
Work with accounting and financial reporting auditors to fulfill legal financial compliance requirements on a monthly and annual basis.
Are volunteer or project cost share contributions refundable?
Cost share contributions are not refundable.
If you have any questions about the cost share program in general, please feel free to email our CFO, Marcus Fey, at firstname.lastname@example.org.