For Reimbursements

When buying supplies for the ministry you will frequently need to use your own credit card or money (or a ministry credit card) to pay for the supplies. after buying the supplies, you will need to turn in a reimbursement request.

 

Filling out a Reimbursement Request.

Steps for a reimbursement request  (Make sure you turn the form in at as soon as possible. Waiting too long might lead to consequences like non-payment). You can add up to 10 receipts that you are being reimbursed for as long as they are the same ministry account and are a reimbursement for the same person.

  • When you make a purchase, make sure the vendor gives you an itemized receipt. (Credit Card receipts are not accepted)

  • Fill out the Reimbursement Request Form (see the link below).

  1. At the top of the form, check the box for Reimbursement.

  2. For the Name and Address fields, fill in the information for the person who will be reimbursed

  3. For the Check Distribution section,  check desired delivery method.

  4. For the W-9 On File section, leave blank.

  5. For the Notes for Special instructions section, leave blank unless you have special instructions. (e.g. you want the money directly deposited to your bank account-see section below for setting up direct deposit)

  6. For the DATE section, put the date of the purchase

  7. For the VENDOR PAID section, put the name of the Vendor

  8. For the BUSINESS PURPOSE section, give a short explanation of the purpose of the purchase (e.g. dinner for Matrix)

  9. For the ACCOUNT NUMBER section, use the account number for that particular event (ask ministry director for the number)

  10. For the PROJECT CODE section, leave blank.

  11. For the AMOUNT section, put the total amount requested for the purchase (make sure it matches your receipt)

  • Repeat steps 6-11 for up to 10 more receipts (remember, they must all be from the same account)

  • Staple receipts to the reimbursement request form and turn it in to the ministry director.

  • Click here for the Reimbursement Request Form

 

 

Requesting Direct Deposit of Reimbursements

If you are going to be making reimbursement requests on a regular basis and are employed by the church, you might want to set up a direct deposit for the funds. This will also get you the funds sooner than waiting on the church to write you a physical check.

 

 

For more information check out the Denton Bible Administration Site.