Example of an Accountable Reimbursement Policy Resolution
In order to be accountable, a reimbursement policy must be written : The following is an example of a short reimbursement policy resolution. Each church should establish their own policy, based on its unique needs. All that is really necessary for establishment of a policy is a simple resolution. It must be adopted by the administrative council/board. This sample policy includes all of the elements that are recommended for such a policy: The following resolution is hereby adopted by the church council/board of _____________________. It will be effective for the calendar year _____ and all future years unless specifically revoked or superseded. The church pastor and/or staff will be reimbursed for ordinary and necessary business expenses incurred in the performance of his or her responsibilities when he/she substantiates the amount, business purpose, date, and place of the expense. This substantiation must be provided to the church treasurer within sixty (60) days of incurring the expense. The individual must return to the church any amounts received in excess of the substantiated expenses within one hundred twenty (120) days of receipt. The church will not report any properly substantiated reimbursement payments as income on any Form W-2. ______________________________ Church Title ______________________________ Church Title _____________________________ Church Title ______________________________ Church Title (The church may wish to designate certain items which it elects to have covered by this policy, such as travel, continuing education, attendance at annual conference, books, subscriptions, work supplies, robes, etc. There may be a cap or dollar amount on the total reimbursable business expenses that will be paid. The church may also want to require pre-approvals by the treasurer or responsible person of business expenses in excess of $500 (or any other amount deemed appropriate). These additional requirements should be included in the policy.) Return to Accountable Reimbursement Policy from reimbursement policy resolution page
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