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1. Mileage Reimbursement

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2012-1-5 1 Administrative Policies & Procedures Table of Contents Topic Page # Announcements (during services). . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Business Meals & Entertainment (Reimbursement). . . . . . . . . . . . . . 3 Cash Receipts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ...

    Administrative Policies & Procedures

    Table of Contents

     Topic Page #

     Announcements (during services). . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

     Business Meals & Entertainment (Reimbursement). . . . . . . . . . . . . . 3

     Cash Receipts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

     Emergency Assistance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

     Financial Disbursements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

     Financial Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

     Hospitalizations/Illnesses (Members). . . . . . . . . . . . . . . . . . . . . . . . . . . 5

     Meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

     Mileage Reimbursement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

     Office Supplies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

     Petty Cash. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

     Publicity & Promotions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-7

     Scheduling of Events. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

     Tax Exempt Purchases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

     Telephone (Long Distance Calls). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

     Telephone Coverage. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

     Telephone System & Voicemail Instructions . . . . . . . . . . . . . . . . . . . . 9-12

     Time Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

     Travel Expenses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

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    Church Announcements Policy

    (effective 6-8-01)

    In an effort to limit the number of verbal announcements made during services, the following guidelines are established:

    1. We will respect people by believing they can read the bulletin. Printed announcements will not be expanded upon verbally. We can draw attention to them by saying something like, "This week, there are special events for senior high students, women and college age students. Be sure to read your worship folder to find out what's happening for you."

    2. We will announce only events that are of interest to the congregation as a whole. Each time you announce events that only involve one segment of our church, everyone else tunes out. Pretty soon no one listens. We will not waste everyone's time announcing events that appeal to only a small percentage of the congregation.

    3. We will avoid appeals for help from the pulpit. Pulpit appeals for volunteer help will be minimized especially in our more seeker sensitive services. Personal recruitment works better anyway.

    4. Requests for printed announcements in the worship folder or in an insert must be submitted to our Communications Secretary by Monday noon prior to the Sunday. The Communications Secretary has the freedom to edit announcements according to space availability.

    5. Requests for verbal announcements must be submitted to the Pastoral Assistant by Thursday noon. These requests will also fall under guideline #2 above.

    6. Last minute announcements handed to the pastors just before the service will not normally be honored. In addition to this just not being a good practice, these announcements usually fall under the guideline of not applying to everyone.

    7. We will attempt to keep major announcements limited to 3-5 per Sunday. Pastor Dave and Lynette will make final determinations.

    8. Exceptions to these guidelines will be determined on a case by case basis. Pastor Dave and Lynette will make these judgments.

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    Business Meals & Entertainment (Reimbursement)

    It is understood that the ministry of Redeemer requires the development of positive relationships with colleagues, congregational members and leaders. This policy is established to assure that employees are not required to bear the cost of activities (meals, recreational activities, etc.) which are directly related to or associated with carrying out their ministry. It is also the goal of this policy to establish guidelines for reimbursements and assure accountability.

    As part of the annual budgeting process, dollar limits will be determined for entertainment expenses for the year for appropriate departments. Per IRS guidelines, employees will be reimbursed for ordinary or necessary expenses for entertainment or meals if one of the following apply:

     a) The activity is directly related to the active conduct of the Redeemer ministry

     (i.e. Redeemer business must be discussed or transacted during the activity)

     b) The activity is associated with the active conduct of the Redeemer ministry,

     provided that the activity directly precedes or directly follows a substantial

     ministry activity, such as a meeting, convention or conference

    A Payment Authorization should be completed to request reimbursement for business meals and entertainment expenses. Note under the section, Description of Payment, the following additional information is required for business meal or entertainment reimbursement:

1) Location and date of activity

    2) Ministry Purpose

    3) Names of persons entertained

    4) Ministry relationship of those persons entertained

    All expenses must be substantiated with receipts, bills or other written documents attached to the Payment Authorization. Expenses incurred beyond the established budget limits may not be reimbursed. Disputes concerning whether a particular expense is reimbursable will be resolved between the employee, their supervisor and the Business Administrator. Contact the Business Administrator if you are in doubt as to whether an expense is reimbursable before the expense is incurred.

    Cash Receipts

    Whenever you collect cash or checks for various activities, it should be placed in a Cash Receipt Envelope with the outside of the envelope completed. It can be given to the receptionist to place in the safe. Avoid keeping large amounts of cash in offices.

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    Blank Cash Receipt Envelopes are found in the Payment Authorization box in the workroom.

    Emergency Assistance

    Individuals come to the church often to request financial assistance during difficult times (money for food, gas, utilities, etc.). These requests should be referred to John Niewald, Director of Outreach. If John is not available, the individual must contact John when he is available. If the situation is deemed to be extremely critical, another pastor

    may be called upon for assistance. Under no circumstances are office staff responsible for assisting these individuals directly (with the exception of getting them in touch with John).

    Financial Disbursements

    Whenever you initiate a purchase of a good or service or desire reimbursement for a church expense made from your personal funds, a Payment Authorization Form should be completed. This form should be completed for all purchases which ultimately require that Redeemer issue a check. This includes purchases made on account or by credit card. Receipts or other documentation of the purchase should be attached.

    Completed forms should be authorized by the staff member in charge of the account to which the item is being charged. All completed Payment Authorizations should be forwarded to the Business Administrator for approval. The Business Administrator's role is to verify that the payment authorization is properly documented. The ministry head is responsible for authorizing the use of funds from the account.

    Detailed instructions for completing the form can be found on the back of the form. Checks are run on the first, 10th, 15th, 22nd and 30th of each month. If a check is required outside of these dates, please contact the Business Administrator.

    Financial Report

    The following reports are issued each month regarding the financial status of the congregation:

    1. Monthly Financial Summary - summary of all funds and their status against budget; located on the S-Drive\Monthly Reports\Finance Summaries.

    2. Account Audit Reports - individual account summaries (distributed to staff person responsible for the account)

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    Reports provided are cumulative for the year, so the previous month's report may be discarded. It is the responsibility of each program head to monitor their accounts to assure they stay within budget.

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    Hospitalizations/Illnesses (Members)

    The receptionist is responsible for maintaining a list of those who are hospitalized, ill or homebound. If you become aware of a such a member, please forward the information to the receptionist. The Hospitalization/Visitation log is located on the S-Drive\Hospital & Visitation Log.

    Meetings

The following are regularly scheduled meetings:

     Program Staff - second & fourth Tuesdays at 11:30 (bring your own lunch)

     All Staff - first Tuesday at 11:30 (bring your own lunch)

     All Staff - third Tuesday - prayer meeting at 12:30

     Congregational Board - second Tuesday of the month

    Mileage Reimbursement

    Redeemer reimburses employees for all mileage incurred while on church-related business at the current IRS rate or the rate determined by the Congregational Board. Church-related business is defined as any activity that is carried out strictly as a function of one's job description or position. Attendance at staff social events (parties, showers, weddings, etc.) where the purpose is strictly social, is not considered church-related business. Redeemer will reimburse for mileage based upon IRS regulations as follows:

     a) Mileage between your home and the church is not reimbursable,

     regardless of the number of commutes made in one day.

     b) Mileage between the church and another "business location" (i.e. hospital,

     member home, store, etc.) is reimbursable

     c) Mileage between another "business location" and your home is not

     reimbursable (example: a pastor drives from the church to make a hospital

     visit and then drives home; the trip from the church to the hospital is

     reimbursable; the trip from the hospital to home is not reimbursable)

    If the church allows reimbursement to an employee which is prohibited by IRS regulations, we are obligated to include this reimbursement on your W2 as taxable income. If the church reimburses at less than the current IRS rate, you may deduct the difference on your annual tax return.

    The form, Record of Mileage Expense for Church Business, should be completed at the end of each month and should be turned in to the Business Administrator by the fifteenth of the following month. Except in the case of extenuating circumstances (vacations, sickness, etc.), mileage reimbursement will be forfeited if it is not reported

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and requested by the fifteenth of the following month. Mileage Reports are located on

the S-Drive\Mileage Reports.

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    Office Supplies

    Lynn Antoine (receptionist) maintains a supply of commonly used office supplies in the work room in the main office. While the receptionist will check inventory regularly, please notify her if you take the last of any item. You may contact the receptionist if special items are needed.

    Petty Cash

    We carry a small amount of cash on hand (approximately $275) for use in providing emergency assistance for people in need (food, gas, etc.) and for small purchases where reimbursement through the check system would be too cumbersome. This petty cash is stored in a locked cabinet in the Finance Office.

    To receive petty cash, please complete a Petty Cash Disbursement and sign in the “Authorized by” section. Present the slip to someone on the office staff. The office staff person will retrieve the cash from the Finance Office, sign the slip in the “Disbursed by” section and place the slip in the petty cash bag. A receipt or other documentation of the purchase made with petty cash funds should be attached to the Petty Cash Disbursement slip (you may give it to an office staff person).

    Individuals who come to the church requesting emergency assistance must meet with John Niewald, Director of Outreach (or a pastor if John is gone and the situation is

    critical). If he determines that assistance should be provided, he will complete and sign a Petty Cash Disbursement slip, following the same procedure as above. No further receipt or documentation is necessary for emergency assistance situations.

    Petty Cash Disbursement slips have been distributed to Pastor Dave, Pastor Sean, Pastor John, and Lynette Niewald. A batch is also inside the petty cash bag.

    Publicity & Promotions

    The Communications Secretary (Kathi Schultz) is responsible for the preparation of publicity and promotional materials. While she will do her best to anticipate promotional needs, it is the responsibility of the program head to initiate promotional plans. The following are regular communication vehicles which the Communication Secretary coordinates and prepares:

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    Publicity & Promotions (Cont'd)

     a. Redeeming Times - this is our monthly newsletter published the last week of

     each month for the upcoming month's activities. The Communications

     Secretary will distribute a list of suggested articles each month, including the

     article deadline date. The deadline date is the first week of the month prior to

     the issue month (i.e. July 1 is the deadline for articles to be placed in the August

     issue).

     b. Announcement Folder - this is the weekly publication of current events

     distributed with the Sunday morning service bulletins. It includes a calendar of

     the coming week's scheduled activities (if scheduled on the church calendar).

     Announcements are due to the Communications Secretary by 9:00 am

     Mondays for the upcoming Sunday's folder.

    Bulletin inserts, brochures, posters, bulletin boards, and other forms of promotion should be coordinated directly with the Communications Secretary.

    Events of community interest may be promoted in the events calendars of the following local media sources (free of charge): Fridley Focus, Coon Rapids Herald, Star Tribune, Minnesota Christian Chronicle, Metro Lutheran, KTIS Radio, and Interacts (publication of the Minneapolis Area Synod of the ELCA). Contact the Communications Secretary to initiate this type of publicity.

    Announcements which must be verbalized on Sunday mornings are to be to the Pastoral Assistant (Lynette Niewald) by Wednesday.

    Scheduling of Events

    All meetings, events, classes or gatherings requiring the use of the church should be scheduled with the Communications Secretary (Kathi Schultz) or the Worship Secretary (Nancy Larson). Please complete the form, Church Calendar Schedule Request, indicating any set-up requirements.

    If you wish to schedule a major event which will utilize a large part of the facility or involves a commitment for an extended period of time, please review this with the program staff to assure there are no conflicts.

The calendar may be viewed on-line using the EMS program.

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    Tax Exempt Purchases

    Whenever you are making purchases for the church you should notify the store or vendor that we are a tax exempt institution. Our certificate number is 20755. A copy of our Certificate of Exempt Status may be obtained from the Business Administrator. If you make frequent purchases, it is suggested that you carry a copy of the certificate with you at all times.

    Telephone Calls (Long Distance)

    Staff members are assigned a calling code to be used when making long distance telephone calls. Dial your long distance number and then wait to hear a "beep." After the beep, dial your calling code. Your call will be connected. Please do not use any other method for making long distance business calls (i.e. 10-10-321, etc.).

    Personal long distance calls should only be made with a personal calling card. If you do not have a calling card through your telephone company, it is suggested that you purchase one of the many cards available in retail stores which provide you with a specific number of long distance minutes.

    Telephone Coverage

    The office staff covers the telephones Monday through Thursday, 9:00 am - 5:00 pm and Friday, 9:00 am -4:30 pm. The receptionist can most effectively handle your calls if she knows of your whereabouts. If you are not already in the office, please notify the receptionist by 9:00 am each day of your expected arrival time. Use the Sign In/Out program throughout the day to log your whereabouts. Callers will be transferred to your voicemail box to leave messages.

    Callers will be transferred to the voicemail system when calling after hours or on weekends. They will have the option to listen to information about service times, Wednesday Night Alive schedule and church directions. They may also leave a voicemail message for any individual.

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