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.]