Accounts Payable Process
Purpose
The Accounts Payable (AP) process ensures all vendor payments are handled accurately, timely, and with proper authorization. This process protects the organization financially while maintaining strong vendor relationships.
Scope
This applies to all ministries, campuses, and departments incurring expenses on behalf of Crosspoint Church.
Core Principles
- All expenses must be approved prior to payment
- Payments must be supported by proper documentation
- Only approved payment methods may be used
- All activity must be traceable and recorded accurately
Standard Process (High-Level)
- Expense Incurred
- Purchase is made using an approved method (church credit card, check request, or ACH/vendor setup)
- Documentation Collected
- Invoice, receipt, or agreement is obtained
- Documentation must clearly state:
- Vendor name
- Date
- Amount
- Description of goods/services
- Submission to Accounts Payable
- All documentation is submitted to the Accounts Payable team
- Coding or ministry allocation should be included if applicable
- Review & Approval
- Accounts Payable verifies:
- Documentation completeness
- Proper approval
- Budget alignment
- Payment Processing
- Payment is issued via:
- Check
- ACH/vendor payment
- Church credit card (if already processed)
- Recording
- Transaction is recorded in the accounting system
- Documentation is stored for audit and reporting purposes
Important Guidelines
- Invoices should be submitted promptly to avoid late fees
- Duplicate submissions must be avoided
- Verbal approvals are not sufficient — documentation is required
- Any discrepancies should be resolved before payment is issued
Roles & Responsibilities
- Ministry/Campus: Submit complete and accurate documentation
- Approver: Ensure expense is valid and within budget
- Accounts Payable: Review, process, and record all payments