Policies and Procedures Expense Voucher Usage Rev3 May, 2013

Page 1 of 2

Redeemer Baptist Church

Use of the Expense Voucher

Purpose: To provide a system to document approval of church expenditures, and assignment of the proper accounting code for financial reporting purposes.

Reference: “Financial Control Guidelines and Procedures” included in Section VI, Policies and Procedures”, of the Church Operations Manual.

Use of the Expense Voucher: Redeemer Baptist Church will use a voucher system to provide a record documenting review and approval of all expenditures, to

assist in assignment of the proper account codes for all church expenditures, and to initiate reimbursement for cash expenditures by individuals. A copy of the Expense

Voucher form is attached. Use of the Expense Voucher is described below.

The Expense Voucher form will be used for all expenditures, including cash

expenditures, credit card expenditures, electronic transfers, and expenditures at locations where the church has a standing charge account.

Use of the Expense Voucher for credit card expenditures is covered in more detail in Section VI, Credit Card Usage.

Receipts, invoices, records of electronic transfers, billing statements, etc.,

must be attached to the Expense Voucher when it is submitted. Receipts for credit card expenditures must be the actual receipt, not the credit card

receipt. The person making the expenditure must be one who is authorized to make

the expenditure. That person must sign both the receipt and the Expense Voucher.

The person making the expenditure is responsible for determining that

sufficient funds are available in the appropriate budget or Designated Fund account to cover the expenditure. Account status can be obtained from

recent Financial Reports, the Financial Secretary, any member of the Stewardship and Finance Committee, or from the appropriate member of the Pastoral Leadership Team.

Receipts must be attached to the Expense Voucher when it is submitted. In the case of credit card expenditures, the receipt is the actual receipt, not the

credit card receipt. The appropriate account code must be indicated on the Expense Voucher.

The appropriate account code can be obtained from the church office or a

member of the Stewardship and Finance Committee. This includes both regular budget expenditures and expenditures from Designated Fund

accounts. The Financial Secretary will use the Expense Voucher to initiate

reimbursement checks for cash expenditures.

The Church Financial Secretary will enter the expenditure into the church financial records for inclusion in the monthly and quarterly financial reports.

Policies and Procedures Expense Voucher Usage Rev3 May, 2013

Page 2 of 2

Clarification: This procedure is intended to assist in documentation of expense approvals, assignment of proper account codes for financial records and reporting,

and to expedite reimbursement for cash expenditures. If there are any questions regarding this procedure please consult the Treasurer or the Stewardship and

Finance Committee. This Procedure will be re-evaluated periodically by the Treasurer and the

Stewardship and Finance Committee and modified as appropriate. Any additions to or modifications of this procedure are subject to approval of the church body as

specified in the church Constitution and Bylaws regarding changes to the Church Operations Manual.