Mayflower Church Purchasing and Reimbursement Policy

Migrated from the By-Laws attachments to the Church Operations Plan per Motion 3, adopted July 26, 2026. Recorded July 30, 2026. Migrated as amended by Motion 4(1) (CCCC Dues line struck).

• Oversight Board: Board of Finance
• Effective Date: 5-17-23
• Version Number: 1

Policy Statement: It is the policy of Mayflower Church that all expenditures be within the available budget or fund limits and be pre-approved.

Purpose: The purpose of this policy is to define how purchases are approved, allocated to the appropriate fund or budget, and how reimbursement is made for out-of-pocket expenses.

Description

Prior Approval

• Prior approval by the appropriate board chair must be obtained prior to purchase (see table below).
• The need and cost estimate should be communicated, and the approval received, "in writing" via email or other means.
• The method of payment (cash, church credit card, or PEX debit card) will be determined by the board chair.

Purchases

• Purchases must be within the 'do not exceed' amount agreed during approval.
• Purchases should be examined for damage and suitability and returned if needed by the purchaser.
• All purchase paperwork should be returned to the approver (register receipts, packing slips or order acknowledgements)

Allocation

• The approver will submit appropriate paperwork to the Treasurer: a voucher for cash reimbursement or credit card purchase; the uploaded receipt for PEX card purchases.

Reimbursement

• Reimbursements or payment is not guaranteed for purchases made without prior approval.
• Reimbursements will be made within two weeks for approved cash out-of-pocket expenses.

Approval Allocation by Board Chair (categories as listed in source):

• Elder Chair: Discipletown Curriculum/supplies; Discipleship & Evangelism supplies, devotionals; Pulpit Supply; Audio/visual; Worship Supplies; Funds: Outreach, Memorial, Music, and Youth Ministry.
• Deacon Chair: Music; Hospitality; Funds: Flower, Coffee Hour, Hospitality Events, Nursery, and Audio/Visual.
• Pastor: Web Technology, Strategic Plan; Computer/Website/Technical expenses; Biblical Counseling Lead Counselor; Biblical Counseling Resources.
• Trustee Chair (PEX Card and Credit Card): Office Supplies, Copier Supply/Maintenance; Custodial Services, Trash Removal; Lawn Care, Snow Removal; Maintenance/supplies; Utilities, Fee/Licenses; Funds: General and Capital Improvement.

[Note: the source document renders this allocation as a multi-column table; it is reproduced here as a list.]