Credit Card Policy

Credit Card Policy

Eligibility and Request Process

Pastors, Directors, and Board Members may request a church credit card when regular approved business expenses require organizational purchasing.

Credit cards are not issued automatically and must be requested.

All requests must be submitted in writing by email to the Treasurer. The request email must include the requester's legal name exactly as it should appear on the card, and must state whether the requester has met the minimum eligibility period or is requesting an exception.

The standard minimum eligibility period to request a card is 90 days in role. Exceptions may be granted for urgent ministry or operational needs only with joint approval from the Treasurer and Senior Pastor.

The only person that can use the card is the person whose name is on it. Cards cannot be transferred to another person, even if they have a card for the organization.

Prohibited Uses

Cash Advances, Bank Checks, Traveler’s Checks, Electronic Cash Transfers, Alcohol, Wine (Except communion), Marijuanna, CBD, Tobacco. Lottery Tickets. Credit cards may never be used for personal expenses.

Gift cards are only permitted to be purchased with explicit permission from the treasurer and are subject to gift card auditing policy.

Refunds for purchases made with a credit card should be returned to that credit card. Card holders should receive no cash or refunds directly. In the circumstance where a vendor refuses to refund to the card, the card holder should alert the senior treasurer as soon as possible.

Spending Limits

Spending limits for each card will be determined by the Director of Operations.

Unauthorized Charges

Cards are to be used for predetermined purchases only. Purchases should be approved by budgets or board votes.

Disputed Charges

The issuing bank must be alerted immediately of any disputed charges.

Lost or Stolen Cards

The issuing bank must be alerted immediately if a card is lost or stolen. Failure to do so may result in revoking credit card use from the cardholder.

Documentation

Itemized receipts are required for every purchase. For meal purchases, the names of everyone in attendance and a description of the meal’s business purposes are required to comply with IRS regulations.

Credit card expense reports are required to be turned in by the 6th or 7th of each month depending on when the statement is available.

When using church funds toward meals, a list of names of every person who consumed food, as well as the purpose of the meal must be written on the expense report.

Enforcement

If the above policies are not followed, the card holder is wholly responsible for those expenses. There could also be disciplinary action, up to and including termination of employment and, where appropriate, criminal prosecution.

Return of Card Upon Request or Termination

The Chief Executive Officer, the Governing Treasurer, or the Director of Operations can request a card to be surrendered for any reason at any time.

When a cardholder resigns or is terminated they will surrender the card immediately.