Policy - Ministry Credit Card Use

Section: Human Resource Policies   
Policy Owner: Ignition633 Ministries Human Resources   
Policy Name: Ministry Credit Card Use Policy  
Origination Date: November 2024   
 
Ministry Credit Card Use Policy 
 
Purpose: 
This policy establishes guidelines for the proper use and management of Ignition633 credit cards issued to authorized personnel. The policy aims to ensure responsible stewardship of organizational resources, maintain financial accountability, and provide clear procedures for credit card usage in church-related activities. 
 
Scope: 
This policy applies to all staff members and volunteers who are issued with or have access to company credit cards. It covers all transactions made using Ignition633 credit cards, regardless of amount or frequency. 
 
Policy Statement: 
Ignition633 credit cards are to be used exclusively for church-related expenses. Authorized expenses include transportation costs, specifically fuel purchases for organization-related travel, supplies and materials for projects and programs, equipment and resources necessary for operational needs, conference and training registration fees, team-related meals and refreshments for events, and emergency repairs or maintenance of Ministry property. 
 
Prohibited Uses: 
Ministry credit cards shall not be used for any personal expenses, regardless of the intent to reimburse. Cash advances, personal meals, non-Ministry travel, or any purchases for personal benefit are strictly prohibited. 
 
Documentation Requirements: 
All credit card purchases must be documented with original receipts submitted to the Office Manager within five business days of purchase. The Office Manager will maintain all receipt records for accounting and auditing purposes. Each receipt must include the date and amount of purchase, vendor information, description of items purchased, and Ministry purpose for the spending. Failure to submit receipts to the Office Manager may result in the cardholder being personally responsible for the charges and potential suspension of card privileges. 
 
Authorization and Limits: 
Each cardholder will be assigned a monthly spending limit based on their Ministry role and responsibilities. Any single purchase exceeding $150.00 requires prior approval from the Ministry leadership. 
 
Responsibility and Accountability:
Cardholders are responsible for safeguarding their cards and immediately reporting any loss, theft, or unauthorized use. Violation of this policy may result in card revocation and disciplinary action. 
 
Review and Monitoring: 
The Ministry treasurer or designated financial officer will review all credit card statements monthly to ensure compliance with this policy. Any discrepancies or unauthorized charges must be reported immediately. 
 
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This policy will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.   

For any questions or further assistance regarding this policy, employees should contact the HR department at hr@ignition633.org.