Reimbursement

Be it resolved the following accountable, business-expense-reimbursement plan shall be followed for all employees and volunteers of the church:

• Only reasonable, ordinary, necessary, and legitimate business expenses shall be reimbursed under this plan.
• Only approved employees and volunteers shall be reimbursed under the terms of this plan.
• Because the reimbursement of an unqualified expense will cause the plan to become non-accountable and all payments made under the plan to be taxable income, only expenses with adequate substantiation, as defined below, shall be reimbursed under the terms of this plan.
  • The expenses must be reasonable in amount (under $50 unless prior arrangements have been made)
  • The expenses must be documented by amount, date, place, and business purpose on an approved TOL reimbursement request form with receipt attached;
  • Expenses shall be presented for payment between 30 -60 days, and no expenses over sixty days old shall be reimbursed under the terms of this plan;
  • All receipts and any other documentation necessary for reimbursement shall be retained by the church;
• No expense shall be reimbursed that exceeds $50, or a pre-approved amount, or is not adequately substantiated by proper documentation.

See Also: Education Reimbursement Policy

Once a manager has approved a reimbursement, they must complete a reimbursement form and submit that form to the church treasurer.

The reimbursement form is located in the front administrative office. A receipt and any other required documentation must be attached to the reimbursement form.

A completed form will be signed by the employee and their manager

Either the treasurer or Senior Pastor will also sign the reimbursement form

The treasurer will email payroll to request a reimbursement on behalf of the employee

On the reimbursement request form, in the top corner, the date the request was submitted to payroll is written

The request is then logged in the Deductions and Deposits sheet in tab "Reimbursements"

Column A: Employee - List the employees name

Column B: Date- the date the reimbursement was submitted to payroll

Column C: Amount- the amount of the reimbursement

Column D: Account- the Account Line in which the reimbursement will be entered in Aplos

Column E: Fund- the Fund in which the reimbursement will be entered in Aplos

Column F: Event- the Event in which the reimbursement will be entered in Aplos (if applicable)

Column G: Fundraiser/Project- the Fundraiser/Project in which the reimbursement will be entered in Aplos (if applicable)

Column H: Department- the Department in which the reimbursement will be entered in Aplos (if applicable)

Upon receiving the next payroll documents, verify that all reimbursements have been appropriately paid on affected employees pay stubs

On the reimbursement request form, in the top corner, write the date of the payroll that the reimbursement was paid out