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Expenses & Reimbursements

*NEW 2024 Electronic Expense Form*

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The home church expense procedures  must be adopted and implemented to include the following; set budgets, pre-approval for any purchases, expense form completion, reimbursement timeframe, etc. Hard copies of all Expense Reports and receipts must be kept on file and mailed to the home church each month. 

1

Expense Reports & Reimbursements

Expense reports must be completed for every purchase made. The only exceptions are monthly standing bills & utilities.

  • Expense reports need to be completed and submitted to the local church office within a week of the purchase. 

  • A hard copy expense report must be filled out with the receipt attached to it.  

  • The receipt should only have the item(s) that are being submitted for reimbursement on it. No personal purchases should be on the same receipt. 

  • Reimbursements cannot be made without the original receipt. 

  • Reimbursement requests should be submitted to the home church the same month of purchase, the sooner the better.

  • Reimbursement checks will be sent out within one week of receiving the completed expense report. Anyone making purchases should be informed of this timeframe before making the purchase. 

Click here for the DESATAR Expense Report form. 

Click here for the MCF Expense Report Form.

2

General Purchase Requests

All requests for funds should be submitted to Treasury at least one week in advanced. Urgent requests will be handled within 72 hours.

  • All check requests will be handled by the home church office.

  • Leaders should not make cash purchases or have cash on hand. 

  • Any purchases or expenses outside of monthly rents, utilities, or bills, should be requested using the 'Purchase Pre-Approval Request Form.'

  • This form should be filled out by the pastor(s), secretary, or treasurer. (i.e. If the Worship Ministry is requesting a purchase, this should first be approved by the church plant senior pastor, then the request form should be filled out by one of the officers indicated above. 

  • Any leaders making purchases with their own money for reimbursements still need to follow the pre-approval request process, and should be informed of the Expense Report and Reimbursement Policies and timeframe. 

  • The home church will process purchase requests within the time frame outlined above. 

Click here for the Purchase Pre-Approval Request Form

2

Budgets

A budget should be set for each month for all expected ministry expenses that will need to be made. Budget should include the item/bill, vendor due date/date funds are needed by, amount, payment type (check/card). All requests for funds should be submitted to Treasury at least one week in advanced. Urgent requests will be handled within 72 hours.

Use the budget template provided to you in monday.com (The link is not provided here).

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