Church Credit Card Usage Policies & Forms

Church Credit Card Usage Policies & Procedures (P&Ps) and forms (Church Credit Card Purchase Approval, Credit Card Request, Credit Card User Log and Missing Receipt) free to download, customize...


Many churches use a credit card that is normally issued to specific pre-approved members that usually still have to have pre-authorization before using for church-related purchases.

Certain ministries within the church and also church staff members usually have this church credit card or debit card privilege due to so many church-related expenses within their ministries. These privileges would not be granted until they have been approved and authorized by Senior Pastor, etc.



These P&Ps are very important tools that will help your church staff and members keep organized, not to mention keep your church in legal compliance with the law.

The two page Church Credit Card and Debit Card P&P below is a sample that gives your church staff and members an explanation on how to use the church credit card or debit card.

There are also two forms (Credit Card Purchase Approval and Missing Receipt) that the P&P above refers to which are also available free below. These forms will help you with the church credit card usage.

Church Credit Card Purchase Approval Form includes:

  • Name of person requesting approval
  • Date of request
  • Amount of requested purchase
  • Ministry - Expense Account
  • Proposed merchant - payee name and address
  • Description of requested purchase and intended purpose
  • Authorized signature, title and date

Church Missing Receipt Form includes:

  • States "I am requesting reimbursement for the following expenses for which the itemized receipt(s) are unavailable for my accounting."
  • Name
  • Ministry
  • Reason for missing receipt
  • Date
  • Amount
  • Merchant - Payee name and address
  • Description of expenditure
  • States "By signing below, I am certifying that the above amounts are appropriate ministry expenses incurred by me."
  • Authorized signature and date

Credit Card Use Request Form includes:

  • Amount Requested
  • Card Holder's Name
  • Date Requested
  • Ministry
  • Date Needed
  • Ministry Account
  • Explanation of Use
  • Ministry Chairperson's Signature
  • Contact Name and Number
  • Church Secretary's Signature
  • Church Finance Manager's Approval Signature

Credit Card User Log includes:

  • Church Credit Card Name
  • Credit Card Out Date
  • Transaction Description
  • Transaction Amount
  • Merchant Name
  • Church Secretary's Initials
  • Credit Card User's Initials
  • Credit Card In Date
  • Transaction Fees
  • Balance (Does not include interest.)

There are two more sample Church Credit Card P&Ps below to download, customize and print for your administrative church office.

Make sure and have your church staff and members who are going to have a church credit card to read, sign and date a copy of your Church Credit Card Usage P&P and then insert in their church employee file.

Click on the link(s) to download the Church Credit Card Usage P&P(s) and Form(s) below:

Church Credit Card and Debit Card P&P #1

Church Credit Card P&P #2

Administration Credit Card Use P&P #3

Church Credit Card Purchase Approval Form

Church Missing Receipt Form

Credit Card Use Request Form

Credit Card User Log


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.


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Need an Affordable, User Friendly Church Membership Database? Shepherdbase Could Be Just What You Have Been Looking For.

  • User Friendly
  • Tracks Memberships, Contributions, Attendance, Etc.
  • Instant Access to Church Directory, Contributions, Attendance, Etc.

Special Offer!

Church Office Package

(Shepherdbase & Church Forms CD with 850+ forms, certificates, flyers...along with Free Bonuses)


Church Offering Envelope Templates

Very easy to download, modify and print on your blank envelopes.


Aplos - Church Accounting Software

Simple & Efficient!

Are you tired of complicated church accounting software? If yes, then you need to try Aplos!


Church Finances Accounting Book

Are you stressed about your church accounting? If yes, then you need this accounting book!


Instant Event Fundraising System

Does your church do any fundraisers?

If so, click on the link above to discover the Secrets to Earning Thousands of Dollars with Virtually ANY Fundraising Event!


Visitor Testimonials

*I do the tithes at the end of the year for a very small outreach in the city of Detroit. They had been paying thousands of dollars every several years trying to keep a database of their donors.

I searched last year for something less costly for them and came across your database (Shepherdbase). It is a blessing and so appreciated. Thank you for all your hard work and thank you for Giving To The Lord. Peacemakers Int. in Detroit on Chene street is another ministry you have blessed. - Charlene - U.S. *Disclaimer

*This website has been very useful for my ministries with Hospice, the Hospital and Human Services. I recommend this website to any church, ministry or agency that is supporting or ministering to people. God Bless You - Chaplain Dave - U.S. *Disclaimer

*Just wanted to let you know how helpful your resources are. We are a small church and have missed out on doing a lot of things. We ordered your Church Forms on CD and are just pleased. Keep up the good work of providing resources for Churches. - Lillian - U.S. *Disclaimer

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*Thank You! You're heart for giving free resources and making things so affordable is truly a blessing. My Pastor always says: "What you make happen for someone else, God will make happen for you!" May God richly bless you and your ministry to us and so many others, enlarge your territory and bring financial blessings with good measure, pressed down, shaken together and running over!!! 10,000 Blessings! Leeanna - U.S. *Disclaimer

*Thanks for making this site available. I took over as secretary of our small church a few months ago, and I am having to create a lot of forms. This site is a blessing! - Vicki - U.S. *Disclaimer

*After years of frustration and being overcharged for Church Management software, I came across "Shepherbase" and all my problems were solved. *Disclaimer

This database:
  • 1. Tracks members and visitors
  • 2. Tracks contributions
  • 3. Organizes by both individual AND family
  • 4. Creates professional letters, relevant to church ministry
  • 5. Is easy to use
  • 6. Costs a mere fraction of other databases offering similar features. *Disclaimer
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Thank you Shepherdbase!
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Anchorage, Alaska

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