LEADERSHIP TOOLS

Church Resources

Thank you for serving the church family with your time and resources! To help us issue a check and account for the funds accurately, please follow these steps:

1. Read and initial a copy of the Check Request Policy (required step)

Please read and complete the “Check Request Policy” form before your check request will be approved. Anyone submitting a check request form is required to review and acknowledge the policy.

2. Complete a Check Request Form.

Please ensure that the form is filled out completely before submitting. Please list the exact expected amount that will be spent on each item

3. Obtain signatures from indicated members

The items and amounts must be approved for a check to be issued. If you have any written communication indicating you have received prior approval to purchase the proposed item at the proposed amount, please attached a copy to this form.

4. Submit ORIGINAL itemized receipts to the finance team within 30 days of the date the check was issued.

5. The receipts must be attached to this form

Name

Street Address

Apartment, suite, etc

City

State/Province

ZIP / Postal Code

Department/Event

Ministry

Ministry Coordinator

Breakdown of Expenses

Number of itemsThe maximum amount of items is 16.

Item 1

Expected Amount

Item 2

Expected Amount

Item 3

Expected Amount

Item 4

Expected Amount

Item 5

Expected Amount

Item 6

Estimated cost (90 days prior)

Item 7

Expected Amount

Item 8

Expected Amount

Item 9

Expected Amount

Item 10

Expected Amount

Item 11

Expected Amount

Item 12

Expected Amount

Item 13

Expected Amount

Item 14

Expected Amount

Item 15

Expected Amount

Item 16

Expected Amount

Total Requested Amount

TOTAL REQUESTED AMOUNT

Notes concerning the event or proposed budget0 / 180

Upload file (receipts must be attached here)

Drag and Drop (or) Choose Files

Upload any files you wish. Eg. receipts, invoices, pictures, etc.

Signature

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Check Request Policy

COFBC may allow church pastors, staff and select members to receive funds for purchases made on the church’s behalf prior to the point of sale. However, the requesting member may be denied approval or be asked to repay all or part of the check amount received if the policy procedures are not followed. Therefore, the following guidelines must be followed when submitting and subsequently substantiating a check request form:

(Please initial to the left of the guidelines where indicated and sign at the bottom.)

1. Initials

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1.

All fields on the Check Request Form must be completed. A current address should be given if the church does not have it on record or if it is not correct in the current COFBC Church Directory.

2. Initials

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2.

Specify the department or event for which the purchase is being made (e.g. Praise & Worship ministry, Media ministry, Children’s ministry, Men’s ministry, Women’s ministry, Marriage ministry, Missions/Outreach, Administration, etc).

3. Initials

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3.

After filling out the Check Request Form, the item(s) and expected amount(s) to be spent must receive approval from the project/ministry coordinator, a designated member of the finance team, and the church administrator; all signatures must be obtained before any check will be considered. A person may not approve or sign his/her own form.

4. Initials

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4.

If necessary due to time constraints, written communication (via email or text) with one of the above members indicating approval of the specific item(s) and expected amount(s) may serve in place of a signature. A record of this approval must be printed out and attached to the back of the Check Request Form at the time of submission.

5. Initials

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5.

The COFBC Tax Exempt Certificate must be used for all purchases, as tax will not be factored into the expected amount to be covered. Please request a copy of this form before making your purchase. Should extenuating circumstances arise in which the vendor/store does not accept tax exempt status, exceptions may be made.

6. Initials

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6.

If the check amount exceeds the actual amount spent and is substantiated by original itemized receipts, the member will be expected to remit the difference back to the church within 7 days of the date of purchase(s).

7. Initials

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7.

If the check amount is less than the actual amount spent and substantiated by original itemized receipts, a reimbursement form containing the details of the purchase and the outstanding amount may be submitted for approval. This submission must be made within 30 days of the date the check was issued.

8. Initials

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8.

9. Initials

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9

Any items for personal use should be purchased separately and not included on receipts submitted for church records.  All payments wi

10. Initials

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10.

All payments will be issued in the form of a check, unless otherwise deemed appropriate or necessary by church leadership.

11. Initials

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11.

If the church has paid for equipment and/or items through the check request process, the equipment or other assets will become sole property of Community of Faith Bible Church.

Under this reimbursement policy, the church will not report reimbursed amounts as taxable income on any Form W-2 or Form 1099 wage statement issued. Additionally, the person receiving the reimbursement should not report reimbursed amounts as income on Form 1040 and should not claim the expense submitted for reimbursement as expense deductions on Form 2106.

Name

Date

Signature

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Thank you for serving Him! And thank you for helping us to be good stewards of the resources God has allotted to us!

Initial Event Request Form

All coordinators must first receive approval from Pastor Ellen for all proposed events to be held at COFBC. Following that approval, this Initial Event Request Form must be submitted to the Church Administrator at least 90 days before the proposed event. Once this sheet has been submitted, event planning may move forward.

Name of Event

Ministry

Proposed date of event

Proposed venue/room

Proposed amount

USD

Ministry Coordinator

Breakdown of Expenses

Number of itemsThe maximum amount of items is 16.

Item 1

Estimated cost (90 days prior)

Item 2

Estimated cost (90 days prior)

Item 3

Estimated cost (90 days prior)

Item 4

Estimated cost (90 days prior)

Item 5

Estimated cost (90 days prior)

Item 6

Estimated cost (90 days prior)

Item 7

Estimated cost (90 days prior)

Item 8

Estimated cost (90 days prior)

Item 9

Estimated cost (90 days prior)

Item 10

Estimated cost (90 days prior)

Item 11

Estimated cost (90 days prior)

Item 12

Estimated cost (90 days prior)

Item 13

Estimated cost (90 days prior)

Item 14

Estimated cost (90 days prior)

Item 15

Estimated cost (90 days prior)

Item 16

Estimated cost (90 days prior)

Total Costs

TOTAL PROPOSED COST

Notes concerning the event or proposed budget0 / 180

Upload file

Drag and Drop (or) Choose Files

Upload any files you wish. Eg. invoices, pictures, etc.

Signature

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Date

21-Day Final Budget Request

21-Day Final Budget Request Form

This form should include your final budget numbers for your upcoming event.

Name of Event

Ministry

Date of Event

Venue/room

Number of Attendees

Final Request Budget Ammount

USD

Ministry Coordinator

Breakdown of Expenses

Number of itemsThe maximum amount of items is 16.

Item 1

Estimated cost (90 days prior)

Actual cost (21 days prior)

Item 2

Estimated cost (90 days prior)

Actual cost (21 days prior)

Item 3

Estimated cost (90 days prior)

Actual cost (21 days prior)

Item 4

Estimated cost (90 days prior)

Actual cost (21 days prior)

Item 5

Estimated cost (90 days prior)

Actual cost (21 days prior)

Item 6

Estimated cost (90 days prior)

Actual cost (21 days prior)

Item 7

Estimated cost (90 days prior)

Actual cost (21 days prior)

Item 8

Estimated cost (90 days prior)

Actual cost (21 days prior)

Item 9

Estimated cost (90 days prior)

Actual cost (21 days prior)

Item 10

Estimated cost (90 days prior)

Actual cost (21 days prior)

Item 11

Estimated cost (90 days prior)

Actual cost (21 days prior)

Item 12

Estimated cost (90 days prior)

Actual cost (21 days prior)

Item 13

Estimated cost (90 days prior)

Actual cost (21 days prior)

Item 14

Estimated cost (90 days prior)

Actual cost (21 days prior)

Item 15

Estimated cost (90 days prior)

Actual cost (21 days prior)

Item 16

Estimated cost (90 days prior)

Actual cost (21 days prior)

Total Costs

TOTAL COST

Notes concerning the event or budget0 / 180

Upload file

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Upload any files you wish. Eg. invoices, pictures, etc.

Signature

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Date

Post Event Budget Summary

Post-Event Budget Summary

Please complete and turn in this form no more than 30 days after your event. This is a final account of all the expenses related to your event, including any donated amounts.

Name of Event

Ministry

Date of Event

Number of Attendees

Allotted Budget for Event

USD

Concluding Budget for Event

USD

Ministry Coordinator

Breakdown of Expenses

Number of itemsThe maximum amount of items is 16.

Item 1

Actual Cost

Donation

Cost to Church

Item 2

Actual Cost

Donation

Cost to Church

Item 3

Actual Cost

Donation

Cost to Church

Item 4

Actual Cost

Donation

Cost to Church

Item 5

Actual Cost

Donation

Cost to Church

Item 6

Actual Cost

Donation

Cost to Church

Item 7

Actual Cost

Donation

Cost to Church

Item 8

Actual Cost

Donation

Cost to Church

Item 9

Actual Cost

Donation

Cost to Church

Item 10

Actual Cost

Donation

Cost to Church

Item 11

Actual Cost

Donation

Cost to Church

Item 12

Actual Cost

Donation

Cost to Church

Item 13

Actual Cost

Donation

Cost to Church

Item 14

Actual Cost

Donation

Cost to Church

Item 15

Actual Cost

Donation

Cost to Church

Item 16

Actual Cost

Donation

Cost to Church

Total Costs

TOTAL Actual Cost

TOTAL Donation

TOTAL Cost to Church

Notes concerning the event or budget0 / 180

Upload file

Drag and Drop (or) Choose Files

Upload any files you wish. Eg. invoices, pictures, etc.

Signature

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Date

Reimbursement Form

Thank you for serving the church family with your time and resources! To help us reimburse your expenses quickly and to account for them accurately, please follow these steps:

1. Read and initial a copy of the Reimbursement Policy.

Please click on the “Reimbursement Policy” and complete it. Anyone submitting a reimbursement request is required to review and acknowledge the policy.

2. Complete a Reimbursement Form.

Please ensure that the form is filled out completely prior to purchasing. The actual and total amounts spent are the only fields that should be left empty before purchasing.

3. Obtain signatures from indicated members

The items and amounts must be approved prior to purchase. Written communication indicating approval of the proposed item(s) and amount(s) prior to purchase may be printed and attached in place of a signature (see Reimbursement Policy).

4. Attach original itemized receipts to the back of the Reimbursement Form

Attach all receipts by stapling them to the back of this form.

5. Turn in form with receipts.

You may submit this form online and it will be routed to the appropriate Finance Team member.

Name

Street Address

Apartment, suite, etc

City

State/Province

ZIP / Postal Code

Department/Event

Ministry

Ministry Coordinator

Breakdown of Expenses

Number of itemsThe maximum amount of items is 16.

Item 1

Amount Approved

Date approved

Item 2

Amount Approved

Date approved

Item 3

Amount Approved

Date approved

Item 4

Amount Approved

Date approved

Item 5

Amount Approved

Date approved

Item 6

Amount Approved

Date approved

Item 7

Amount Approved

Date approved

Item 8

Amount Approved

Date approved

Item 9

Amount Approved

Date approved

Item 10

Amount Approved

Date approved

Item 11

Amount Approved

Date approved

Item 12

Amount Approved

Date approved

Item 13

Amount Approved

Date approved

Item 14

Amount Approved

Date approved

Item 15

Amount Approved

Date approved

Item 16

Amount Approved

Date approved

Total Requested Amount

TOTAL AMOUNT SPENT

Notes concerning the event or proposed budget0 / 180

Upload file (receipts must be attached here)

Drag and Drop (or) Choose Files

Upload any files you wish. Eg. receipts, invoices, pictures, etc.

Signature

Start signing your signature here

Reimbursement Policy

The church may reimburse pastors, staff and select members for expenses incurred as a result of church business matters, for items purchased for church use, for all ordinary and necessary expenses required for the exercise of the ministry, and for work within and on behalf of the church. However, only expenses approved and properly substantiated according to this guideline will be reimbursed. Therefore the following guidelines must be followed when submitting reimbursement forms:

(Please initial to the left of the guidelines where indicated and sign at the bottom.)

1. Initials

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1.

All purchases require prior approval from the appropriate project/ministry leader. Leaders must stay within their approved budget amount when making or authorizing purchases.

2. Initials

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2.

All fields on the reimbursement form must be completed. A current address should be given if the church does not have it on record or if it is not correct in the current COFBC Church Directory.

3. Initials

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3.

Specify the department or event for which the purchase is being made (e.g. Praise ministry, Media ministry, Children’s ministry, Men’s ministry, Women’s ministry, Marriage ministry, Missions/Outreach, Administration, etc).

4. Initials

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4.

After filling out the reimbursement form, the item(s) and expected amount to be spent must receive approval from the project/ministry coordinator, a designated member of the finance team, and the church administrator; their signatures must be obtained prior to making any purchases. A person may not approve or sign his/her own reimbursement form.

5. Initials

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5.

If necessary due to time constraints, written communication (via email or text) with one of the above members indicating approval of the specific item(s) and expected amount(s) may serve in place of a signature. A record of this prior approval must be printed out and attached to the reimbursement form at the time of submission.

6. Initials

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6.

The listed amount approved for the described item is the maximum amount for which a reimbursement check will be issued. If the purchaser is having any issues with staying under that amount, they need to discuss this with the ministry leader. If revisions to the budget and/or new reimbursement forms are determined to be necessary, this should be completed before any purchases are made.

7. Initials

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7.

Reimbursements shall be made only for the amount actually spent. In no event shall a reimbursement be issued for an amount greater than the actual expense incurred.

8. Initials

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8.

The COFBC Tax exempt certificate must be used for all purchases. If you choose not to use it, any taxes accrued will not be reimbursed by COFBC. Should extenuating circumstances arise in which the vendor/store does not accept tax exempt status, exceptions may be made.

9. Initials

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9

Any and all original receipts as well as any written approval communication must be attached to the back of the reimbursement form. Incomplete forms/receipts will slow down the processing of the reimbursement and may cause a request for reimbursement to be denied. Photocopies of receipts will not be accepted.

10. Initials

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10.

Any items for personal use should be purchased separately and not included on the same receipt.

11. Initials

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11.

Reimbursement forms should be submitted no more than 30 days after any particular expense is incurred. Failure to do so may result in delay or denial of reimbursement.

12. Initials

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12.

All reimbursements will be issued in the form of a check. If necessary, depending on the requested amount, reimbursements may be made in installments.

13. Initials

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13.

If the church has paid for equipment and or items through the reimbursement policy, the equipment or other property will belong solely to Community of Faith Bible Church.

Name

Date

Signature

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