Policies & Procedures
The Administration Staff at Christ Church loves to help facilitate ministry! We have provided some helpful information to get your ministry the resources that you need.
Administrative Guide and FAQ For Ministry Leaders
All Communications Request deadlines are every Monday by the end of the day. Events must be approved by the Senior Staff member over your ministry area and space must be reserved before an event can be advertised. Please submit proof read and edited text with correct dates, times and locations on the form below.
Special projects may require a meeting with the Director of Communications.
(Email firstname.lastname@example.org or call 618-277-4659 to set up a meeting.)
We try to drive everything to the website. This site is for visitor’s first, then we address the general needs of the church. We list events, calendar, online giving, ministries, staff, sign-ups, sermons (video and audio), and adults / students / kids information.
The Christ Church facebook page is a great place to post quick notes about events and church happenings. You are allowed to post information on your own, but DoC reserves the right to remove any post. All posts on behalf of Christ Church should go through DoC prior to posting.
This is a weekly html newsletter sent out every Wednesday. The senior staff is on rotation to write an opening article. Anyone can submit event and ministry advertisements. Submissions are due by Monday prior to Wednesday’s mailing. DoC reserves the right to approve submission and decide when it is added to the e-news.
Bulletins are used for brief event and ministry information listings. A listing will only run 2 consecutive weeks. Submissions are due on Mondays prior to Sunday’s bulletin.
The Flame is a quarterly magazine that is distributed in both printed and digital forms. Articles are solicited by the editor of The Flame. Contact Carrie Gaxiola, CarrieGaxiola@mychristchurch.com, with any questions.
These are event / ministry announcements that are displayed during each worship service and throughout the building. All submissions are due by Monday prior to weekend services.
This is the video announcement shown during the worship services at Christ Church. Submissons must be approved by the Senior Staff member over your ministry area. We reserve the right to decide what content is appropriate for the video announcement.Video requests must be submitted by the 15th of the month PRIOR to the month you wish to have your video shown. We film all announcements once a month, so the deadline is critical for your announcement to be included on the dates you request.
Any outsourcing or special products must allow at least 2 weeks for creation and shipping. T-shirts, magnets, cups, stickers, large scale items…etc. All submissions require Ministry Team Leader/Staff Liaison approval.
The copier in the office complex next to the Parish Nurse office will be used by volunteers and ministry leaders. All copiers are for church related functions only. For large jobs, i.e. 200 copies or more please ask staff to assist you on the copier next to the DoC’s office.
618-227-4525 (Faxes may be received even when office is closed).
Mailings of 20 to 249 items require ministries to purchase their own stamps. Do not use the postage imprinting machine for large quantities of mail.
Bulk Mail postage imprinting and zip code sorting will be used for mailing quantities above 250. Please give the office information 15 business days prior to mailing date.
Address Label production for mailings (to be applied by volunteers from your ministry for quantities over 200) requires 5 days notice.
Mailboxes are available for each ministry in the office complex. These boxes are for communications to save postage. Please check them often.
Christ Church Charge Accounts
Commerce Business Cards
Who is eligible to receive a Christ Church Business Card?
Only staff members are issued a church credit card to assist in making purchases for their ministry or team. This credit card is issued under the staff person’s name and he/she is responsible for retaining all receipts for charges against the card.
How should charges on the Church Business Card Be Substantiated?
It is the responsibility of each staff member to look over their statement and enclose all receipts with a completed Church Charge Account Form attached. The bill and all completed paperwork and receipts should be turned into the Accounts Payable Clerk for payment by the due date indicated on the front of the statement envelope.
Any discrepancies should be addressed by the cardholder and the Accounts Payable Clerk should be made aware of any changes. Late charges, finance charges, or fraudulent charges on the credit card statements should be reported to the Accounts Payable Clerk as soon as possible.
Sam’s Club Account
Who can use the Sam’s Club Account?
Ministry Team Leaders and staff members are given the option to be included on the charge account at Sam’s Club. In order to make purchases against the account at Sam’s Club a person must have their name added to the account which requires a letter from the Executive Director.
What do I do after I purchase something on the Sam’s Club Charge Account?
When a purchase is made, a Church Charge Account Form must be completed. The receipt must be attached to the form and turned into the Accounts Payable Clerk within five days of making the purchase.
Who can make purchases on the Lowes and Home Depot Charge Accounts?
These are restricted accounts and are made available to church custodians and select members of the Trustees.
What do I do after I purchase something on the Lowes and Home Depot Charge Accounts?
Those authorized to use the church’s Lowes and Home Depot accounts should obtain a receipt, attach it to a completed Church Charge Account Form and return it to the Accounts Payable Clerk within five business days of the purchase.
Office Depot/Office Max
How do I make purchases on the Office Depot and Office Max Charge Accounts?
These accounts are accessed through the use of store credit cards. These cards are limited in number and are held by the church office. If a staff member or ministry leader needs to purchase office supplies a card may be checked out from the Office Manager. Because there are only a limited number of cards, it is imperative that the cards are returned to the Office Manager the same day that the purchase is made.
What do I do after I purchase something on the Office Depot or Office Max Charge Accounts?
A Church Charge Account Form must be completed and the receipt must be attached. The completed form should be submitted to the Accounts Payable Clerk within five business days of making the purchase.
How do I use the LifeWay Charge Account
In order to make purchases on the church’s LifeWay account your name must be included in a list of people authorized to use the LifeWay account. This list is provided to LifeWay by the church. Please contact the Financial Administrator if you aren’t sure whether your name is already on the LifeWay account or if your name needs to be added to the list.
What do I do after I charge something to the LifeWay Charge Account?
Purchases made on the LifeWay Charge Account need to be brought to the attention of the Accounts Payable Clerk. When a purchase is made on the charge account, a Church Charge Account Form should be completed and the receipt attached to the form. The form and receipts should be turned into the Accounts Payable Clerk within five business days of making a purchase.
On-Line Purchases/Phone Orders
When making on-line purchases or ordering over the phone it is preferable to charge purchases to a pre-existing church account. If the church doesn’t already have an account and the vendor will be used on a regular basis, please see the Financial Administrator for help setting up a new tax exempt account.
If you are making a one-time purchase from a company on-line or over the phone explain that the purchase is for Christ Church and ask about submitting a tax exempt letter. If you choose to make a purchase without using the tax exempt letter and wish to be reimbursed, be aware that the church will reimburse for purchases made for the church, but will not reimburse for sales tax.
Receipts are necessary for on-line and phone orders. When ordering on-line print out the order confirmation page before logging off and use it as your receipt. Over the phone orders will require those placing the order to fill out a check request form and should include a description of purchase, amount of purchase, an order # or confirmation # and signature of the ministry or team leader in charge of the budget to be charged.
Check Requests and Requests for Reimbursement
It is not uncommon for Ministry Leaders and authorized ministry members to purchase supplies for their ministries outside of the church charge accounts listed above. These purchases are made by requesting a check from the church for the cost of the supplies or by making the purchases out-of-pocket.
How do I purchase supplies for the Church without being charged sales tax?
Christ United Methodist Church is a non-profit organization and is tax exempt. For this reason, the church does not reimburse for sales tax. In order to make a tax exempt purchase on behalf of the church at stores that do not carry a Christ Church charge account, businesses require that a buyer present a Commerce Business Card (issued to staff only) and tax exempt letter OR a check from the church and a tax exempt letter.
To obtain a check from the church prior to making purchases, buyers will need to submit a Check Request Form with the exact amount of the purchase prior to making the purchase. A check will be cut within a week of submitting the check request and the buyer will be notified of when the check can be picked up. It is best to ask that tax exempt letters be faxed directly to the necessary businesses prior to the purchase. To have a tax exempt letter faxed to a business, please contact the Church Administrative Assistant or Financial Administrator.
Request for Reimbursement
How do I request reimbursement for purchases I made out-of-pocket for church ministries?
Individuals making purchases out-of-pocket on behalf of the church are entitled to be reimbursed for the cost of supplies by the ministry involved (sales tax will not be reimbursed). To be reimbursed for out-of-pocket expenses, a Check Request Form should be completed and returned to the Accounts Payable Clerk along with the original receipt. All such requests should be submitted within five business days of making the purchase.
A copy of the receipt marked “paid” will be provided to the Team Leader when the reimbursement has been processed.
Check Request Form
The check request form is used to request checks needed to purchase supplies for ministries and to request reimbursement for out-of-pocket expenses incurred by ministry leaders and members when purchasing materials for their ministry.
Where do I find a check request form?
There are two ways to obtain a check request form:
1. Hard copies of the check request form are always available in the church office complex.
2. If you prefer to fill out your check request form electronically you can access the check request form by clicking here.
What do I do once the check request form is completed?
The Check Request Forms and applicable receipts should be submitted to the Accounts Payable Clerk within five business days of making a purchase. The forms can be placed in the mailbox marked Accounts Payable in the office complex. Check requests are usually processed within one week of being received. There is a place on the check request to note whether the check should be mailed or if someone will pick the check up. Checks will be disbursed according to these specifications.
If I buy anything for the church do I have to fill out one of the check request forms?
If you would like to be reimbursed for the cost of supplies you purchased for Christ Church ministries you must submit a completed check request form and receipts.
If you are making a donation and would like an acknowledgement for tax purposes you do not need to fill out a check request from but you should see the Financial Administrator for the appropriate paperwork.
If I go to a store and buy items for three different ministries what do I do?
Fill out one check request form and indicate which expenses should be charged to each ministry.
What happens if I lose my receipt?
All check request forms require proof of purchase. Reimbursements will not be made without proof of purchase.
Church Charge Account Form
The church charge account form is used to substantiate purchases made to any of the church charge accounts. The church has charge accounts with the following businesses:
- Commerce Business Cards
- Sam’s Club
- Lowe’s and Home Depot
- Office Depot and Office Max
Where do I find a Church Charge Account form?
There are two ways to obtain a church charge account form:
1. Hard copies of the church charge account form are always available in the church office complex.
2. If you prefer to fill out your form electronically you can access the church charge account form by clicking here.
If I make purchases on two different charge accounts (i.e. – Sam’s Club and Office Depot) do I need to use two different forms?
Purchases made to two different charge accounts need to be recorded on two separate charge account forms. Example: Sue purchased supplies for the nursery from Sam’s Club and Office Depot. Sue would complete two church charge account forms; one for Sam’s Club and one for Office Depot.
If I make purchases on one charge account (i.e. – Lowes) but I am buying supplies for more than one ministry do I need to fill out more than one form?
As long as your purchases are made at the same store you only need to fill out one church charge account form. On the form there are fields for you to indicate how to allocate the expenses between the different ministries. Example: Bob purchased materials at Lowe’s for Student Ministries and cleaning supplies for the church. Bob would complete one church charge account form and indicate which expenses should be charged to Student Ministries and which expenses should be charged to the Trustees budget for cleaning supplies.
How soon do I need to turn in receipts and church charge account forms after making a purchase?
All church charge account forms and receipts should be turned into the Accounts Payable Clerk within five business days of making a purchase. Completed forms and receipts can be placed in the Accounts Payable mailbox located in the office complex.
All meetings and events to occur at the church must be scheduled on the calendar. A Calendaring of Events Request form must be filled out and turned into the office to reserve a room for your function. If your ministry can provide a yearly schedule, that is helpful. When possible, the church office will honor your request for a certain space, but realize that many groups desire the same space and substitute locations may be necessary.
*Events held in the sanctuary must have Pastor of Worship Arts approval before scheduling.
Contact the Pastor of Worship Arts at email@example.com
**Events held in the gym must have Ahtletic Ministries Coordinator approval before scheduling.
Contact the Atheltic Ministries Coordinator at firstname.lastname@example.org