Funds & Purchase Request
Purchase Request /Funds Request Policy
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If the request is for a ministry purchase the Ministry Lead is responsible for completing and submitting the purchase request/funds request form.
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All purchases require approval and signature from the Director of Operations or the Pastor.
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If the request is from a Ministry, the request form must be signed by the Ministry Lead, and all approvals obtained prior to submission.
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It is strongly encouraged that this request be reviewed with the Trustees.
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The requestor must fill out the request form before the purchase is made.
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If this does not occur, the expense may not be reimbursed.
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After the request is approved, the requestor or the Ministry can make a purchase of less than $250.00.
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The Trustee Ministry will make purchases over $250.00
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All requests require a detailed explanation of the item(s) to be purchased.
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Requests over $250.00 also require a purchase order or a link to the item(s) to be purchased. The request must be specific.
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The request form may be submitted to the Trustee Board electronically via the website, email or by drop off in the Trustees mailbox.
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The Funds request must be submitted within 30 days of the purchase.
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The request form must be submitted 10 days or more in advance of the date payment is needed, or the payment may be delayed.
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Please give 7 days for the form to be processed and check to be written.
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The check will be delivered to the Ministry Chair via the Ministry mailbox.
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The Ministry chair must sign the form acknowledging receipt of the payment.
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The form should be returned to the Trustees.
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If the request is for reimbursement, then receipts must accompany the request before the request can be processed.
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If the request is for an advance, then receipts must be provided within 30 days after the purchases.
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Purchases over the threshold of $2000 must be approved by the Trustee Board. Purchases for emergency health or safety purposes do not require board approval. Purchases for D2R require approval from the Director of Operations and/or the Pastor and do not require board approval.
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​Fund Request forms are available in the Office and on the Macedonia website.
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Fill out the form and obtain the appropriate signatures.
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Deliver the signed form to the Trustees either electronically via the website, via an email or by dropping off in the mailbox in the Ministry office.
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After the request has been approved the ministry may make the purchase (under $250) and then submit receipts with signed approved form to the trustees for payment
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After the reimbursement check is written, the check will be delivered to the Ministry mailbox or directly to the requester.
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The Ministry chair must sign the request form and place the signed form in the Trustees mailbox or return via email.