General Expense Reimbursement Protocols

This form is used to request a reimbursement for any approved ministry expenses.

PLEASE READ CAREFULLY AS WE HAVE NEW PROTOCOLS

How to complete the form:

1. In general, before making any purchases, they need to be approved by Ron Harding.
2. If a document does not follow these protocols, it will be returned to you.

Physical Forms:

3. The form needs to be copied to your personal Google Drive and filled out accurately & printed on an 8 ½” by 11” page (full page view, portrait).
   1. Need to have the requestor’s signature.
4. All of the receipts  need to be taped to the back of the page (add more pages if necessary) or put in an envelope and stapled to the sheet.

Electronic Forms:

3. The form needs to be copied to your personal Google Drive and filled out accurately. Please include your signature, scanned and pasted into the appropriate space. If you are including receipts, please upload them to a new spreadsheet tab. On desktop/laptop, it’s the plus at the bottom left. On mobile/tablet, it’s the plus sign at the bottom right. After adding all the images, download the spreadsheet as a PDF (or print to a PDF, same thing) as a 8 ½” by 11” page document (full page view, portrait).
   1. **Need to have the requestor’s signature.**
   2. **Need to have images of receipts on Sheet2. If receipts are missing, the form will be returned to you as incomplete.**
4. All of the receipts need to be scanned and/or saved as a PDF and merged to the initial document.
   1. Please only submit **ONE FILE** in your email. Images should not be separate attachments.

All forms:

5. Ministry Approval’s signature:
   • If one of the signatures is missing, the form will be returned to you as incomplete.
6. To receive a check or PayPal reimbursement on Tuesday, the form needs to be submitted by midnight on Friday to dc.administrators@usd21.org.
   • If a physical form is submitted on Tuesday, it will take one-week turn-around time for the form and check to be processed.