Expense Approval Procedure

April, 2012, Financial Committee

1. The approving official for the budget line item will have sole responsibility for their budget account activity and staying within their approved budget for the fiscal year. The approving official will set the dollar threshold for their budget account that they will require team members to get prior approval from them before the team member incurs the expense.

2. If the budget category is over the authorized approve budget, any expense requisitions submitted will not be paid until a justifiable reason is sent to and approved by the Church Council as stated below in 6.

3. The approving official for the budget line item can not approve the reimbursement for him/her self. He/she needs approval by the one in charge of the group budgets (i.e. Fellowship, Stewardship, Care ministry, Worship, etc.)

4. All requisitions before submitted to treasurer for payment will require as always the proper approvals. Any requisitions without the proper approvals will not be processed or paid until proper approvals are obtained.

5. All non-controllable expenses are not subject to budget control due to their unpredictable nature. Budget items such as the water bill, electric bill, snow removal bill, and heating oil bill are considered non-controllable expenses under the stewardship council and not subject to budget constraints.

6. The approving official for each group must provide a justifiable reason to the church council to obtain approval for any increase to their original budget during the fiscal year.

7. The approving official list for budget items and authorizer for the requisition form needs to be updated when there’s a change in the ministry co-worker list. The ministry leader who is in charge of the budget group should communicate the change to the finance committee/Treasurer.

* Approving official - The individual whose name is assigned to the budget line. (Based on the most current updated list).