Payments for goods and services can include the circuit assessment, repairs and maintenance, utilities and donations to the Methodist funds or other external organisations. All payments for goods and services provided to a local Methodist church must meet the all following criteria:
- accompanied by an invoice, receipt, meeting minute or some other form of evidence
- agreed by at least two trustees
- made in good time (including the contribution to the circuit).
Two signatories are required for cheques and online banking. It is recommended to a have a minimum panel of four signatories, who are available to sign cheques or give other payment instructions. Online banking transactions should also have two different approvers.
Cheques should NOT:
- be signed if the amount has been left blank
- show the payee also as the signatory
- be signed or countersigned without adequate supporting evidence of the authenticity of the payment (such as an invoice).
Expenses
It is recommended that expense-reimbursement claims should be paid by cheque or bank transfer. Where cash payments are unavoidable, an expense form should be completed.
If the expense claim is small (£20 or less), then a cash payment can be made from petty cash, but the transaction should be recorded in the petty cash account.
If a reimbursement of expenses is required for the treasurer, then another signatory should agree the payment or sign the cheque with another signatory. This follows best practice guidelines for not to approving your own own expense claim form.
As part of the Church’s net zero ambitions (Action for Hope), a template travel policy has been created. You are welcome to adapt and use this template travel policy for your own context. Its aim is to encourage low-carbon means of transport, in order to minimise our impact on the environment, whilst taking into consideration the accessibility needs and safety for all people who travel in the name of the Methodist Church.
Some districts have expense form templates to use but otherwise, the template expenses claim form below can be used.