Benevolence Policy
GUIDING PRINCIPLES
Compassion - Following the example of Jesus, Koinonia seeks to show love in tangible and practical ways.
Empowerment - Following the example of Jesus, Koinonia seeks to help people become empowered and enabled to care for themselves and those they love.
Dignity - Following the example of Jesus, Koinonia seeks to elevate the dignity of every image bearer in the process of administering aid so that people are helped tangibly, emotionally and spiritually.
Agency - Following the example of Jesus, Koinonia seeks to respect the right of each person to speak to what their perceived needs are.
Accountability - Following the example of Jesus, Koinonia seeks to be good stewards of every resource (money, time, talent and relationships) we are entrusted with.
Agility - Following the example of Jesus, Koinonia seeks to be responsive.
SCRIPTURAL FOUNDATIONS
The Scriptural Foundations of the Koinonia Benevolence ministry include:
"Bear one another's burdens and so fulfill the Law of Christ", (Galatians 6:2).
"A new commandment I give to you, that you love one another, even as I have loved you, that you love one another", (John 13:3-4).
"What good is it, my brothers, if a man claims to have faith but no deeds? Suppose a brother or sister is without clothes and daily food. If one of you says to him, 'Go, I wish you well: keep warm and well fed,' but does nothing about his physical needs, what good is it", (James 2:14-16).
Additional scriptural guidelines: Deuteronomy 15:7-8; Matthew 25:34-45; Isaiah 58:6-9; Jeremiah 22:16; Job 29:12-16.
At Koinonia, we work hard to follow scriptural guidelines for being good stewards of the monies entrusted to us. We believe those who handle and distribute monies given to God's work should not only be above reproach in all respects but should also be held accountable (I Cor. 4:2).
PURPOSE & POLICY STATEMENT
The purpose of this policy is to set forth the conditions for which Koinonia Church may authorize and disburse funds that are classified as benevolence. Another purpose of this policy is to ensure that Koinonia’s benevolence ministry falls within federal tax law as determined by the Internal Revenue Service to maintain its tax-exempt status.
Benevolence disbursements will be approved to provide aid to needy persons. Types of disbursements may include food, clothing, shelter, medical care, financial support, and other types of assistance. This policy is to be used as an aid (along with prayer, reasonability, consideration, and interaction with fellow members) to determine benevolence disbursements.
Who qualifies for benevolence?
To qualify for benevolence, the individual or family must have a credible need or hardship. Other factors that may qualify someone for benevolence include, but are not limited to:
Loss of employment
Death in the family of wage earner
Costly medical condition
Severe hardship resulting from a natural disaster
Critical injury or loss resulting from terrorism or an act of war
What are examples of benevolence needs?
Physical need: These involve the basic need for food, shelter, clothing, and transportation, or they are directly related to the maintenance of these basic commodities (electricity, water, gas, or telephone). Items not directly related to life, safety, or health do not qualify as needs (e.g. Cable TV).
Spiritual need: These needs are directly related to the pastoral duties of the church as representatives of Jesus Christ to come alongside others in grief (Romans 12:15), to seek reconciliation (2 Corinthians 5:18-20), and to rescue those who have fallen into sin (Galatians 6:1). Benevolence may address these needs to the extent that they overlap with actual physical, emergency, or short-term needs.
Emotional need: These are needs related to status, esteem, acceptance, empathy, affirmation or validation. The committee should be understanding and sympathetic to individuals' cries and provide personal encouragement and refer individuals to counseling/treatment where appropriate.
Who reviews benevolence requests?
The benevolence ministry is part of the Koinonia Diaconal team. The Benevolence Team is made up of deacons, deaconesses and other appointed members of Koinonia who are resourceful and knowledgeable in assisting Koinonia in meeting benevolence requests.
Currently, the Benevolence Team is made up of the Koinonia deacons. At some point in the future, the committee may consider a different setup (e.g. each quarter, two deacons would provide leadership for the team with the overall team size being up to seven members. The other five members of the quarterly team would be a mix of members of the Shepherding Team and the congregation).
The Benevolence Team shall develop and maintain policies and procedures for the Benevolence Ministry and provide training and leadership within the benevolence interview process. The Koinonia Diaconate shall select and train the rolling members of the Benevolence Team.
The Benevolence Team meets as required to review benevolence activities, processes, and procedures.
How are benevolence requests voted upon?
All benevolence requests must receive approval by a simple majority of the Benevolence Team before any funds, services, or material assistance is disbursed. Any meeting of the Benevolence Team shall require a quorum of at least 3 attendees. Any such meeting may be by text message or email.
Is benevolence limited to financial aid?
Benevolence in the form of financial aid or payment for services rendered is a non-taxable charitable contribution provided to alleviate hardship. Koinonia also envisions a broader view of benevolence where needs can be creatively met with or without money.
Can any person decide their own benevolence request?
No person will be placed in a position to decide on their own benevolence request.
Can a donor specify who will receive their benevolence contribution?
Donors may not direct the Church to allocate their contributions to be paid as benevolence to any specific individual.
How are benevolence requests funded?
The benevolence ministry is funded by the generous giving of the Koinonia family through a designated percentage consistent with the ministry budget set for each year. Special offerings may be taken throughout the year, as determined by the Pastor and the Shepherding Team. Donors may designate donations to the benevolence ministry at any time throughout the year.
How much benevolence may be paid?
Benevolence cannot pay more than the documented need amount. This is an IRS requirement and cannot be waived. Where the need is not a specific amount (food for a family, for example), benevolence may provide what is reasonable under the circumstances.
What types of benevolence requests will be denied?
The following types of benevolence requests will not be approved:
business investments, or anything that could be construed to bring financial profit to the individual or family
paying off credit cards. Exceptions can be made when an individual has had to use credit cards to pay for a crisis or emergency (e.g., hospitalization, death, etc.)
penalties relating to late payments or irresponsible actions
private school fees or tuition
When are Social Security Numbers & Tax Identification numbers required on benevolence applications?
Koinonia shall require a Form 1099 to be completed if a benevolence payment is made directly to a landlord or other vendor for the benefit of the benevolence recipient. For example, if Koinonia makes more than $600 in rent payments under its benevolence policy to a landlord, Koinonia is required to report such payments on a Form 1099-MISC for the landlord. While the amount may be considered a gift to the benevolence recipient, it is taxable income to the landlord and Koinonia is responsible to issue a Form 1099 to report such payments.
BENEVOLENCE PROCESS
Who Can Request?
Benevolence requests must be made by the person requesting assistance or by someone who is directly assisting the person in need.
How to Request?
Requests should be made via the online “Benevolence Request Form” at the Koinonia website.
How Are Requests Processed?
All requests are received by Koinonia Deacons via the online form (Benevolence Information Form).
The Benevolence Team is notified via email of each benevolence request submission.
When a new request comes in, the deacon responsible for shepherding that request will see it through to completion.
The Benevolence Team meets or communicates as needed (including via text, in-person, email or via virtual meeting, etc.) to review and decide upon benevolence requests. For some requests, additional information may be required before a decision can be reached.
After a request has been decided upon by a quorum of the Benevolence Team, the applicant shall be notified.
For any unresolved requests, the Deacon responsible for shepherding that particular benevolence request will update the applicant and the Benevolence Team on the status of their application each week: “Granted”; “Need More Information”; “Under Review”; “Denied”
Current meeting schedule: Tuesdays at 8:00 p.m.
Path for “Granted” Requests
Granted financial requests are paid by a Deacon using the RAMP card or Benevolence Debit Card or by Benevolence Check.
Be sure to document receipts by emailing receipt to the Koinonia Finance Representative (currently kc@imaginenew.com)
Be sure to get Tax ID number for tax purposes (if paying a business or individual) and email to the Koinonia Finance Representative (currently kc@imaginenew.com)
Financial aid to be dispersed as soon as possible but not more than 21 days after request has been granted.
Within 21 days after each granted request, the deacon responsible for shepherding that request shall update the status in Notebird.
To close the request, the deacon responsible shall add the request to the Koinonia Benevolence Log.
Path for “Need More Information” Requests
The member of the Benevolence Team who is responsible for shepherding that request will contact the applicant to tell the applicant exactly what additional information is needed and how the applicant can submit it to the Benevolence Team.
If no information is received within 21 days, the application will be denied without prejudice and the applicant is free to re-apply.
Each week, the deacon responsible shall update the request status on the Koinonia Benevolence Log.
Path for “Under Review” Requests
The member of the Benevolence Team who is responsible for shepherding that request will contact the applicant to tell the applicant that their request is still “under review” and give the applicant an idea of when the applicant can expect a decision.
No application shall remain “Under Review” for more than 21 days.
Each week, the deacon responsible shall update the request status on the Koinonia Benevolence Log.
Path for “Denied” Requests
The member of the Benevolence Team who is responsible for shepherding that request will contact the applicant to tell the applicant that their request has been “denied”.
Denied requests will be updated on Notebird so that there can be transparency regarding the decisions made and prayerful love and support for those impacted by the denied request.
To close the request, the Benevolence Team archives necessary information in the Koinonia Benevolence Log.
How is the broader Shepherding Team informed on benevolence activities?
The Shepherding Team will see updates on benevolence activities in Notebird. The deacons will provide any additional updates as requested.
Benevolence Information Form
The form can be found here.
You can fill it out online or download and print it. We will contact you after your request has been reviewed. Processing may take at least (5) business days from this date. Any request received and approved after Friday may not be processed for payment until Wednesday of the following week. Copies of bills for which assistance is needed must be provided; you must provide your own photocopies. Failure to complete the entire form may delay the review of your request.