Church Reimbursement Forms and Sample Policies
Church reimbursement requests is a very important issue with the church...
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 2 reimbursement forms and 2 sample reimbursement policies available free 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
- Seminars
- Dues and Memberships
- Library
- Educational Expenses
- Camps
- Legal and Professional Services
- Gifts
- Auto
- Travel Expense
- Mileage
- Any Expenses Incurred on Behalf of the Ministry to the Church will Qualify
The Reimbursement Form #1 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 expense reimbursement form(s) below:Reimbursement Policy for Ordained Ministers
Reimbursement Policy (General)
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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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