Having a good plan in place for proper use of funds will help with the overall stewardship process of your church. Often the use of credit cards and churches do not mix well. Some are afraid of unwise use of cards or spending that may or may not be accounted for on a monthly basis. And there have actually been leaders and pastors who have misused the church funds for their own purposes. We shouldn’t judge all leaders and pastors on the actions of a few. There are certain aspects of daily church business that requires some type of cash flow that is available to the leaders, pastors and/or business managers of the church. I have found the system below to work well in providing accountability of spending and giving freedom to make necessary purchases on a daily basis for ministry functions.
The truth is if we can’t trust those who are leading our ministries and our church, then how they handle the money is the least of our concerns. How they are leading our ministries and our church should be of a greater concern.
I hope this structure below helps as you develop guidelines for credit card use in your church.
Church Credit Card Policy
Those who use a credit card to make purchases within the church should follow the procedure listed below:
- Get a personal credit card in your name that will be strictly for the purpose of church business.
- Use that credit card for all budgeted purchases you make. (If a purchase has not been budgeted, it will need to be approved prior to the purchase.)
- Keep your receipts
- Any purchase of more than $250 will need to be approved to check for availability of funds and cash flow.
- When the bill/statement comes in either to your address or to the church, you will need to fill out a monthly report indicating account totals (i.e. if you have made several purchases for supplies within your ministry, you will need to enter that on one line with a total that goes into that account)
- Turn the Accounting sheet along with the bill & receipts in to accounting to be paid.
|Once you receive your bill, identify the account numbers and the total spent within each account and log this below. Do not show each account more than once. Simply give an overall total spent within each account. Place the receipts in an envelope, attach envelope to the bill and turn in for payment