Reimbursement (Use of Personal Funds)


Reimbursement is intended for situations where personal funds are used to cover approved ministry or operational expenses on behalf of Crosspoint Church. The goal is to ensure timely repayment while maintaining financial accountability and accurate reporting.

🚨 CRITICAL POLICY – TAX EXEMPT STATUS & PERSONAL FUNDS 🚨

DO NOT USE TAX-EXEMPT STATUS WHEN USING PERSONAL FUNDS

  • Tax-exempt status may ONLY be used with a church-issued credit card or check
  • NEVER pay cash or use personal funds while claiming tax exemption
  • All transactions must be trackable through an approved payment method (church card or check)

Failure to follow this policy may result in denial of reimbursement.

General Guidelines

  • Personal funds may be used only when other payment methods (church card, direct payment, invoice) are not available
  • All expenses must be ministry-related, pre-approved, and aligned with the approved budget
  • Pre-approved by either campus pastor, ministry director, or a paid staff member of Crosspoint Church
  • Reimbursement is not guaranteed for unapproved or non-compliant expenses
  • Stewardship and accountability are expected in every transaction 

Eligible Expenses

Examples of reimbursable expenses include:

  • Ministry supplies and materials
  • Approved event expenses
  • Operational purchases necessary to fulfill job responsibilities
  • Pre-approved travel-related expenses (excluding standard commute) 

Non-Eligible Expenses

The following will not be reimbursed:

  • Personal expenses or mixed personal/ministry purchases
  • Alcohol, unless specifically approved for an official event
  • Late fees, finance charges, or penalties
  • Sales tax paid unnecessarily when tax-exempt status should have been used with a church payment method
  • Expenses outside of approved budgets or without proper authorization 

Submission Requirements

  • Completed reimbursement form (Excel or designated system)
  • Itemized receipts (not bank statements)
  • Clear business purpose for each expense
  • Appropriate approval (Campus Pastor or Department Leader) 

To ensure timely processing, the following must be submitted:

Submission Timeline

  • Reimbursements must be submitted by the 5th of each month for the previous month
  • Late submissions may result in delayed processing and inaccurate financial reporting 

Approval Process

  • All reimbursements require review and approval by the appropriate leader
  • Accountability is critical; approvals confirm that expenses are appropriate and budget-aligned 

Payment Process

  • Once approved and processed, reimbursement will be issued via direct deposit
  • Processing timelines may vary based on submission completeness and approval status 

Best Practices

  • Use church-issued payment methods whenever possible
  • Submit reimbursement requests promptly with complete documentation
  • Provide detailed and accurate descriptions to support each expense
  • Coordinate with Accounts Payable for frequent vendors to avoid using personal funds 

Examples

Reimbursable:

  • Purchasing approved ministry supplies when no church card was available
  • Covering a pre-approved expense for a ministry event
  • Buying necessary materials within budget after receiving approval 

Not Reimbursable:

  • Attempting to use tax-exempt status with personal funds
  • Paying cash and requesting reimbursement without proper documentation
  • Combining personal and ministry purchases on the same receipt
  • Making purchases without prior approval of campus pastor or ministry leader

Key Principle

Reimbursement is a safeguard—not a primary payment method. Whenever possible, expenses should flow through approved church purchasing channels to ensure proper oversight, compliance, and financial integrity.