Church Reimbursement Policy/Procedure.

 

The Board of Trustees in an effort to be fair to all church members and adhere to IRS regulations has established a written policy regarding reimbursement requests. The policy below is in effect immediately June 5, 2012. If anyone has any questions on how to seek reimbursement from the church using this procedure, please contact the Church Treasurer or any Board member.

 

A.      General Expense Reimbursement Process

 All persons seeking reimbursement from church funds must always submit a completed reimbursement form along with the corresponding receipts. A supply of these forms may be found in the church office on the wall by the mailboxes.  Consistent with IRS regulations and good accounting standards adherence to this policy is mandatory.

 

These requests are to be submitted to the Church Treasurer for review and approval (the Treasurer’s mail box is located in the church office). Any request that the Treasurer deems questionable should be brought to the Trustee’s attention for approval or denial.

 

Any individual expense being paid by a person from his or her own funds that is expected to exceed $250 dollars and for which reimbursement is to be requested must be, approved by the Board of Trustees prior to the expenditure.  Alternative arrangements may be made to have expenditures of this size billed to the church directly or paid directly to the vendor. However all such arrangements must be approved by the Board of Trustees in advance.  To do so, a written request and approval must be obtained from the Board prior to purchasing the item(s) in question.

 

Exceptions may be granted but ONLY for good cause and ONLY with the approval of the Board of Trustees.  No individual Trustee Officer is empowered to grant an exception.

 

FAILURE TO ADHERE TO THE ABOVE NOTED PROCESS MAY RESULT IN DENIAL OF REIMBURSEMENT AND/OR PAYMENT