Staff Credit Cards
Many congregations supply a credit card to more easily segregate work-related expenses. Staff members would only use the card for professional or church expenses, and the church pays the credit card statement as it would any other monthly expense.
A second advantage of a church credit card is that staff are not expected to use their own personal funds or credit card and then wait for reimbursement, which can sometimes take weeks.
Policies and Procedures
Church procedures should include a way to note information about the transaction (description, date, account and any required approvals) and turn it into the responsible finance person along with an itemized receipt in a timely manner.
Church procedures should provide monitoring of transactions and reconcile receipts and statements.
Church policy may set a minimum amount (e.g.$25) for transactions needing an itemized receipt, or may require receipts for all transactions.
If a staff member charges non-church-related expenses, board policies should be clear about consequences. A first offense may result in a warning, a second may result in the withdrawal of the card, and a larger number of offenses would be cause for termination.
In the event that the card is inadvertently used for personal purchases or unapproved expenses, there should be a procedure where the card user can notify the treasurer(s) within as soon as possible and reimburse the funds to the church within a specific short time frame..