Purpose: This form is used to document expenses incurred for Calvary Baptist Church and to request reimbursement for purchases not made directly with church funds.
Requirement: This form is required to document reimbursements made to individuals.
Typical use of this form: This form is used to submit necessary documentation or to request reimbursement for funds expended on behalf of Calvary Baptist Church. It is normally submitted by the individual requesting reimbursement, although it may be submitted by another individual, with specific instructions on who to send the payment to. The form may request that payment be sent directly to a business.
Do not use this form for:
Purchases where the business will send a statement to the church. Instead provide the documentation of the purchase (e.g., invoice or packing slip) to the church office with a note stating that the church will be billed.
Disbursements from the Deacons’ Fund. Use the Request to Issue Payment from the Deacon’s Fund for this purpose.
Instructions: Complete the fields on the form as indicated. A single form may be used to cover expenses for multiple ministries as long as the payment is to go to the same individual and the approval of all ministries is obtained. An authorized representative of the ministry must approve before reimbursement will be made. Receipts must be provided with the form. If a receipt is not available, the Statement in Lieu of Receipt section must be completed. Upload all documentation to the back of the form. Normally reimbursements will be made by check mailed from the bank, so an address is required on the form unless the individual is a regular recipient of payments.
The individual making payment will record the date and method of payment and other details, such as check number, in the For Office Use Only block.
Disposition of completed form: After payment is made, the original form with the attached receipts will be filed for use in financial reconciliation.