o When a Ministry Council or Mission Team needs to be reimbursed for a budgeted expense, a
check request form should be completed and submitted to the office administrator for payment. A properly completed Check Request Form requires attached receipts or invoices and at least two signatures.
o Mission Council Chairpersons have approval authority for $1000.00 of budgeted expenditures. Check requests exceeding $1000.00 or those for unbudgeted expenditures (see Special Funding below) require the approval of the respective Mission & Ministry Liaison of the Vestry (MML).
o All other check requests would require two signatures - a signature from the requesting person and signature from a member of the vestry. If a Vestry member is the originator of the request and the first signatory, then a second signature would be obtained from another member of the vestry.
o Due to Calvary's non-profit status, funds cannot be distributed before an expense is incurred.
o Non-profit status exempts Calvary from paying sales tax and will not reimburse any sales tax paid. See
TX Sales Tax and Use Exemption Certification form.
o Checks will be issued every Thursday; check requests must be in the church office by 9:00 a.m. Thursday mornings. Needs should be anticipated far enough in advance to comply with this schedule. Requests lacking the proper documentation and required two signatures will not be processed.
o “Emergency” checks (e.g. facility repair requiring immediate response, supply clergy for unanticipated absence of Rector, etc.) require the approval of the Senior Warden.
