Church Reimbursement Form and Sample Policies
Church reimbursement requests is a very important issue with the church...
Reimbursement is for the pastors, ministers, staff members, volunteers, etc. of the
church who submits a reimbursement request for church business expenses such as travel
expense, mileage, office supplies, postage, books, and other miscellaneous
business and church related expenses.
We have a free reimbursement form and free sample reimbursement policies below for your church administration office. You can download these
samples and modify in any way and print for your church staff to use immediately.
Reimbursements are usually paid out of church funds by a check
separate from any payroll checks. They are, in most cases, approved prior to reimbursement by
the church financial officer or someone designated to approve the reimbursement requests.
Your church should establish a Reimbursement Policy that might need to include the following:
- Office Supplies
- Religious Materials
- Subscriptions and Paperbacks
- Meals and Entertainment
- Dues and Memberships
- Educational Expenses
- Legal and Professional Services
- Travel Expense
- Any Expenses Incurred on Behalf of the Ministry to the Church will Qualify
The Reimbursement Form below includes the following:
- Name of the person needing reimbursement along with name of the Department they work in
- Purpose of the reimbursement request
- Amount of reimbursement requested
- Date of reimbursement request
- Signature approval from leader of department associated with purchase
- Finance Committee Signatures (2) and Date
- Statement - "Your reimbursement check with be available within _____________. Thank you for serving Him!"
Your church should have a Reimbursement Policy for their church members to abide by and have access to. Your Pastor, church members, church staff, volunteers, etc. should also be aware of where the Church Policies and Procedures Manual is located at all times, and really should be reviewed at the time of becoming a new church staff member and at least annually thereafter. I have included a sample of a reimbursement policy for ordained ministers and a general policy for reimbursements below that you can download and you can modify it to fit your church needs.
If your church distributes reimbursement to church staff, you will probably need one or more of the following forms...
Click on the link(s) to download the file(s) below:
Reimbursement Policy for Ordained Ministers
Reimbursement Policy (General)
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.
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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Note: These sample forms are meant to serve as example forms and should not be construed as legal documents. Please contact a legal professional for legal language for your specific organization.
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