Purchasing Policy
Effective January 2009, PRIOR approval is required before purchasing or requesting reimbursement for all "non-contractual" expenditures (e.g., salaries, utilities, maintenance contracts, etc.) in excess of $250. In general, this would include most "program or activities expenses" incurred by the Ministry Teams and some of the Administrative Committees. If you are unsure which purchases require prior approval, check with your Ministry Team Leader or Administrative Committee Chairperson.
The steps for requesting approval to commit expenditures in excess of $250 are:
1. Complete a Purchase Pre-Approval Form. Forms are available in the lower right hand OUMC mail box or by clicking here.
2. Each Purchase Pre-Approval Form must be signed by the appropriate Ministry Team Leader or Administrative Committee Chairperson. In those instances where the expense will be shared by two or more areas, the affected Team Leaders/Chairpersons must approve the expenditure.
3. Submit the fully completed form to Chair of Finance (Giles Sinkewiz) for approval. The Chair of Finance may consult with Church Council prior to approving or not approving the expenditure. If the purchase is not approved, you will be notified by the Chair of Finance.
For all expenditures, whether or not they are subject to the above Pre-Approval process, a Payment Notification/Check Request Form must be completed and submitted to the Treasurer (Bill Doughten). In addition to initiating payment (either to you or someone else), this process will inform the Treasurer which budget line item to book the expenditure against.
Finally, in order to control cash flow, expenditures have been prioritized by the Finance Committee and a minimum balance of funds available will be maintained at $40,000. This also will help determine approval or disapproval of expenditures.
Questions about this policy and its implementation should be directed to the Chair of Finance, Giles Sinkewiz.
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