Christ Church Spending Policy
* This policy outlines the procurement practices for purchasing goods and services at Christ Church. This policy establishes a guide for procurement transactions. Responsible stewardship for expenditures of church funds requires that staff and ministry leaders take full responsibility for understanding this policy and following it.
* Ministry leaders, who have a line item in the annual budget, and staff are authorized to make purchases on behalf of Christ Church. The ministry leaders and staff are responsible for remaining within the budget for which they are making the purchase.
* Staff should make purchases with the church issued credit card or have an invoice sent to the office for payment. Ministry leaders should have an invoice sent to the church office where possible, but may submit receipts for reimbursement for other payment methods.
* Purchases under $250 do not require approval as long as the expense will not exceed the allotted budget.
* Purchases above $250 need to be submitted to the non-staff finance team members for pre-approval. The purchase request will require that the purchaser has verified with the church administrator that the appropriate funds are available.
* If a purchase exceeds the budget by 5% or $200 (the lesser of the two) the purchase request will require elder board approval.
* Purchases above $250 may require competitive bids as determined by the finance team.
* Emergency Purchases may be made with staff approval in situations such as sudden life-threatening or catastrophic events. After the event applicable forms and processes are to be followed.
* Receipts must be submitted for all purchases to the church administrator within 5 business days of the last day of the month in which the purchases were made.
* Staff credit card statements will be reviewed monthly. Staff may not review their own credit card statements. The Senior Pastor’s statement will be reviewed by a non-staff elder.
* The church administrator will provide the finance team, staff, and ministry leaders a monthly update on the budget.
* All receipts and invoices will be filed and kept at the church office for a minimum of 7 years.
Updated and Approved by Christ Church elders on 5/12/2023
* Ministry leaders, who have a line item in the annual budget, and staff are authorized to make purchases on behalf of Christ Church. The ministry leaders and staff are responsible for remaining within the budget for which they are making the purchase.
* Staff should make purchases with the church issued credit card or have an invoice sent to the office for payment. Ministry leaders should have an invoice sent to the church office where possible, but may submit receipts for reimbursement for other payment methods.
* Purchases under $250 do not require approval as long as the expense will not exceed the allotted budget.
* Purchases above $250 need to be submitted to the non-staff finance team members for pre-approval. The purchase request will require that the purchaser has verified with the church administrator that the appropriate funds are available.
* If a purchase exceeds the budget by 5% or $200 (the lesser of the two) the purchase request will require elder board approval.
* Purchases above $250 may require competitive bids as determined by the finance team.
* Emergency Purchases may be made with staff approval in situations such as sudden life-threatening or catastrophic events. After the event applicable forms and processes are to be followed.
* Receipts must be submitted for all purchases to the church administrator within 5 business days of the last day of the month in which the purchases were made.
* Staff credit card statements will be reviewed monthly. Staff may not review their own credit card statements. The Senior Pastor’s statement will be reviewed by a non-staff elder.
* The church administrator will provide the finance team, staff, and ministry leaders a monthly update on the budget.
* All receipts and invoices will be filed and kept at the church office for a minimum of 7 years.
Updated and Approved by Christ Church elders on 5/12/2023