Ministry Claims & Stewardship
Ministry Claims & Stewardship
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We are stewards of God-given gifts through the generosity of his people
The way we use our resources should be faithful to the calling of the Living God
Our financial controls are tools that reflect this effort in ensuring how we spend is done through the lens of stewardship
Process
Process
Check in with the Ministry Team Lead before making a purchase
After the expense is incurred, keep all invoices / receipts
Use the claim form to submit a reimbursement request
The Ministry Team Lead will review and determine if further approvals are needed
The Treasurer will process the reimbursement and make an e-transfer
Approvals Needed for Reimbursements
Approvals Needed for Reimbursements
Under $150.00 - Ministry Team Lead can approve
Between $150.00 and $500.00 - a Ministry Team Lead and an Elder (under a different ministry team)
Over $500.00 - Requires Leadership Collective discussion and resolution
Best Practice for Ministry Expenses
Best Practice for Ministry Expenses
Coordinate with the Ministry Team Lead before making any purchases
Submit expenses within 60 days when they occur
Keep copies of your claim submission confirmation email
Submited Itemized Receipts
Guide to Using the Claim Form
Guide to Using the Claim Form
Make one submission (e.g. "plates and utensils for fellowship dinner") per ministry team (e.g. community life team) at a time. Use multiple submissions for different expenses and expenses from different ministry teams.
If submitting the form on behalf of another individual, please ensure that the full name and email of the claimant are provided
Selecting a Ministry Team. Here are some common examples
Fellowship dinner hosts / organizers: submit under "Community Life Team"
Fall Retreat expenses: submit under "Community Life Team"
Summer Picnic expenses: submit under "Community Life Team"
Conferences and courses: submit under "Discipleship and Spiritual Formation Team"
Book studies for formation groups: submit under "Discipleship and Spiritual Formation Team"
Gifts for baby dedication and baptism: submit under "Baptism, Membership and Small Group Team"
Coffee / Tea / Snack table supplies: submit under "Welcome and Connecting Team"
Curriculum, crafts for children Sunday school: submit under "Discipleship of Children and Family Team"
Communion supplies (e.g. juice, wafers etc.): submit under "Liturgy and Services Team"
Software (as a service) or otherwise, computers, laptops, tablets: submit under "Media and Technology Team"
Instruments, sound equipment, mixers, mics, etc: submit under "Music and A/V Team"
Activities for the good of the neighbourhood: submit under "Serving Barrhaven Team"
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