Church Expense Report & Travel Expense Form

Free Church Expense Report and Travel Expense Form along with an Accountable Plan for Ministry Expenses Policy (Sample) to download, customize and print for your church office...

The expense reports below are free to download and print for your church members and/or staff to fill out for reimbursement of church related expenses according to your church policy and procedures.

Organizing a travel expense form can assist the church in seeing where the money is being spent and how.

Many ministers spend hundreds and sometimes thousands of dollars on church-related business expenses each year. Ministers must show how they spent the money for legitimate church-related business reasons to be allowed to get reimbursement from the church.

Most churches have policy and procedures and should have them in place for prior approval of any church-related expenses, etc.These church expense policies and procedures will help guide church staff and/or members on the proper procedures to take when filling out these expense forms and also exactly what can or cannot be reimbursed to them.

The Traveling Expense form includes:

  • Lodging
  • Transportation
  • Meals/Entertainment
  • Mileage
  • Miscellaneous

To deduct travel expenses ministers must be away from home overnight on church-related business. If their trip was not overnight, only transportation costs are usually deducted.

For expenses to be allowed as deductions, ministers has to show that they spent the money for legitimate church-related business reasons. In order to prove that they spent the money, ministers need to provide documentary evidence that can be confirmed by a third party, which can include cancelled checks, purchase receipts, or credit card receipts. Receipts are also required if the business expense was paid in cash.

If the "five Ws" are posted on the back of receipts or cancelled checks the IRS is usually satisified. The "five Ws" are: Why (business purpose), What (itemized description), Who (names of persons present), When (date), and Where (location). Using a church credit card usually constitutes reimbursement of expenses, but the use of the credit card does not automatically provide proof without additional documentation with regard to church business purposes.

You can download and customize these forms below for your church administrative office absolutely free. :)

Click here to download the Accountable Plan for Ministry Expenses Policy (Sample).

Click on the link(s) to download the church expense forms below:

Church Expense Form or Report

Church Travel Expense Form

If you need to modify this form, try the site: Free PDF Services. You can convert this Adobe file into a Word document free of charge and make the necessary changes.

Note: You will need Adobe Reader (the latest version is recommended) installed on your computer in order to save or open these forms.

You can get Adobe Reader free here (a new window will open so you can download it without leaving this page).

If you want to open the file in your browser window, just click on one of the links above. However, if you want to download the file to view later, then right-click on the link and choose "Save Target As" or "Save File As". Then select where you want to save the file on your hard drive.

If you would like to receive access to the Table of Contents that has all the free church forms, certificates, flyers, brochures, baby shower invitations/games and more that are listed in alphabetical order by category with links leading to the page to immediately download just simply sign up for my free monthly newsletter below. You will also receive access to my free 14 Page eBook - "Top Ten Tips on How to Organize Your Office" as a Thank You Gift for signing up. Enjoy! :)

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