Trinity Spending and Receipt Policy
As a church family, we are called to be good stewards of the gifts God has entrusted to us. One important way we live this out is by ensuring that Trinity’s financial resources are managed with care, accountability, and transparency.
To strengthen our stewardship, Trinity is implementing a system of checks and balances that improves how funds are tracked and accounted for. A particular area of focus is the handling of receipts, which has often been inconsistent and difficult to organize. By adopting this policy, we will reduce confusion, improve accuracy, and ensure that every dollar is properly documented and used for ministry with integrity.
Purpose
This policy is designed to place budgetary spending responsibility in the hands of budget owners. Each budget owner will be accountable for all spending in their area. Clear procedures and checks will allow budget owners to maintain better control over both their spending and the overall health of their budgets.
Policy Guidelines
1. Documentation Requirement
• A receipt, invoice, or other proof of payment is required for all goods or services purchased for use at Trinity Church. All receipts need to be turned in for review within 10 business days after purchase.
2. Receipt Standards
• Submitted receipts or invoices must be:
• In good physical condition
• Legible and complete
• Clearly showing the following information:
• Vendor Name (who it was purchased from)
• Description of Goods/Services
• Total Cost
• Payment Type (cash, credit card, check, etc.)
• Date (The day the transaction took place)
3. Receipt Submission Form
• All receipts, invoices, or other documentation must be attached to a completed Receipt Submission Form.
• All required fields on the form must be filled out.
• Improperly filled forms will be returned to the submitter for correction before payment is processed.
4. No-Receipt Purchases
Purchases from Private Individuals
• While receipts are required for all commercial vendors, we recognize that some purchases may be made from private individuals who cannot provide an official receipt.
• In these cases, a written receipt signed by the individual—including all pertinent information (name, date, description of goods/services, cost, and payment method)—will be accepted for review.
• This written receipt must be attached to a Receipt Submission Form and submitted in the same way as a standard receipt.
• These receipts will be escalated to the Finance Team (and, if necessary, the Leadership Team) for approval of payment.
Missing Receipts
• If a receipt is missing due to the purchaser’s negligence, the budget owner must submit written documenta-tion explaining why the receipt is missing along with all required information needed to process payment.
• These cases will be reviewed by the Finance Team, which will decide whether reimbursement is allowed or escalate the matter to Leadership for further review.
• Repeated negligence in providing receipts will result in the removal of purchasing privileges with Trinity funds and will flag all future reimbursement requests for review.
5. Submit your receipt
• Receipts can be submitted to the appropriate labeled mail bin in the mail box area by the offices.
6. Treasurer’s Role
• The Treasurer will scan all submitted receipts into Trinity’s digital receipt inventory system.
• Monthly (or as needed), the Treasurer will provide budget owners with digital copies of receipts for review and approval.
• Budget owners are required to confirm approval within five (5) business days unless prior arrangements have been made.
• If no response is received, lack of communication will be considered as approval.