Holy Cross Evangelical Lutheran Church
Livonia, Michigan

POLICY FOR REIMBURSEMENT AND PAYMENT

Greetings -

As some of you are aware, I have taken the position of Treasurer at Holy Cross effective January 1, 2004. As I am new to this position, it will take me some time to understand where reimbursements and payments should be applied to the General Ledger Accounts. As such, I have developed a policy that will help me apply the costs more easily, and should be little or no additional work to those requesting money. In addition, I hope this will help us to better understand our spending patterns on a monthly basis and provide more detail to the Council and Committee Chairs so that decisions regarding spending within the committees are easier.

Effective immediately, the following policy should be adhered to for reimbursements and payments from Holy Cross:

1. Please use the Check Request form for any reimbursement or advance requests for purchases on behalf of Holy Cross.
2. All requests for reimbursement must be accompanied by a receipt, invoice, packing slip, registration form, or other documentation identifying the item(s), price, and total cost.
3. Whenever possible, please indicate in your request the budget from which the reimbursement should be taken (i.e. Evangelism, Youth, Worship and Music, etc.).
4. For charges applied to the church Visa/Charge cards: Please provide the receipts and the reason for the purchases to the Treasurer so the liabilities can be tracked each month. Also identify the budget from which the charge should be taken with the supporting information.
5. For advances, please indicate, in writing to the Treasurer, the estimated amount required. After the purchase has been made, please supply the Treasurer with the receipt. If the actual costs are less than the advance, please provide reimbursement in the form of a check or money order payable to Holy Cross. If the actual costs overrun the advance, please request a check with your receipt and one will be sent to you as soon as possible.

This policy is subject to change at any time.

If you have any questions, please feel free to contact me at 248-380-1939.

Thank you,
Karla Pearson