PURCHASE ORDER/CHECK REQUISITION FORM

The first thing to determine when filling out this form is this: What type of purchase am I seeking approval for? There are FIVE (5) types of purchases defined below and please note that ALL five types of purchases REQUIRE PRIOR APPROVAL BEFORE PURCHASING:

#1 - BILLED SERVICE (CR) A Billed Service would be a product or service where the Vendor will send a bill to the church after the completion of the service or sending the product.

Notice the (CR) after the type description. This stands for "Check Request" and signifies that you will categorize this request as a Check Request. This also signifies that there is only ONE (1) step for this type of purchase. You will:

1. Check the "BILLED SERVICE" box

2. Finish out the form as a CR (by filling out the blank that says "Submitted as CR on:", with the current date) and,

3. Turn it in to the Executive Pastor for approval.

After approval, we will send you back a copy of your approved request and you can then secure your goods or services. When we receive the bill, we will write the check, and then send you a final copy with that information on it so you will know when the check was sent.

#2 - REIMBURSEMENTS (PO, CR & Receipts) A Reimbursement is just that. We are reimbursing an employee, church member, etc., for making a purchase on behalf of the church with their own means (after getting approval).

Notice the (PO, CR & Receipts) after the type description. The fact that there is a PO & CR in that description means that there are TWO (2) steps for this type of purchase:

Step 1 - You will: 1. Check the "REIMBURSEMENT" box

2. Finish out the form as a PO (by filling out the blank that says, "Submitted as PO on:", then put current date) and,

3. Turn it in to the Executive Pastor for approval.

After approval, we will send it back to you and you can secure your goods and services.

 

That leads to step 2: Step 2

1. After the purchase is made, you will re-submit your approved original request, but this time you will put the current date on the blank that says "Submitted as CR on:".

2. Attach ALL receipts to the form before submitting it. We will cut the check and either mail it to the recipient or employee (based on the info you give us on the form). When the check is cut, we will send you a final copy of your form with that information on it.

#3 - CREDIT CARD (PO & Receipts) A Credit Card purchase is any purchase(s) made on a Church Credit Card. Notice the (PO & Receipts) after the type description.

For this purchase you will:

1. Check the "CREDIT CARD" box

2. Submit as a Purchase Order (by filling out the blank that says, "Submitted as PO on:", with the current date) and,

3. Turn it in to the Executive Pastor for approval. After approval:

1. Your request will be sent back to you and you can make your purchase.

2. After you make your purchase, re-submit the original approved request with ALL receipts attached.

 

#4 - NON BILLED SERVICE (CR) A Non Billed Service is rare, but they do happen occasionally and involve no receipts. The best way to describe them is to give an example: If the Music Department has a regularly paid keyboard player absent and we use a fill in. That fill in is not on our payroll and they will not send us a bill. We just present them with a pre-determined amount as a substitute or fill in.

1. Check the "NON BILLED SERVICE" box

2. Finish out the form as a CR (by filling out the blank that says "Submitted as CR on:", with the current date) and,

3. Turn it in to the Executive Pastor for approval. After approval, we will send you back a copy of your approved request after we issue the check, with the issued check information on it.

 

#5 - CHECK IN HAND (CR & Receipts) A Check In Hand Request is a purchase where you want the check given directly to you. This most likely is a good or service performed/delivered at/to the church and you must pay for it right then. Begin this request as a "CHECK REQUEST" by:

1. Check the 'CHECK IN HAND" box

2. Put the current date on the "Submitted as a CR on" blank.

3. Finish the form and turn it in for approval.

 

After approval:

1. Your request will be sent back to you and you can secure the purchase amount for your goods/services

2. After the purchase amount is determined, re-submit the original approved request with the bill or contract attached.

3. We will cut a check and get it to you so you can hand deliver it, along with the final copy of your paperwork.

ONCE YOU HAVE DETERMINED WHAT TYPE OF PURCHASE YOU ARE REQUESTING, CHECK THE APPROPRIATE BOX, THEN PUT THE CURRENT DATE ON THE "SUBMITTED AS PO", OR, "SUBMITTED AS CR", AND YOU ARE READY TO COMPLETE THE FORM. THE REST OF THE FORM IS FILLED OUT IN THE SAME WAY AS THEY'VE ALWAYS BEEN DONE. HERE ARE A FEW IMPORTANT POINTS TO KNOW/REMEMBER AS YOU FINISH THE FORM:

1. Please circle (in the provided box) if this purchase is being made by TCBC or TCCS. This is a new step.

2. ALWAYS list the account number you want EACH ITEM to be charged to. This is important. We may need to return your request back to you if this is not completed.

3. Sign your name on the line that says "Originator"

4. You must get your Department Head's approval as well. They'll sign on the appropriate line. As always, don't hesitate to ask questions if any part of this is unclear. We will help in any way possible.