Misc. Payment FAQs

Staff may request a cash advance for ministry activities that require cash upfront. For example, if staff are traveling to a predominate cash economy, needing to pay national staff, or are leading a ministry trip with volunteers. Staff must submit a Cash Advance Request to receive an advance.

After the project or event is over, staff will be required to submit an Expensify report detailing the use of the funds advanced. This report will need to be in according to the normal Expense Reimbursement Policy. Standard receipt rules apply to this report. Any funds that are given or transferred to another individual should be tracked using this Cash Transfer Form. This form should be attached to the Expense Report. The expenses report should only have expenses on it from the cash advance and the expenses need to be marked as not reimbursable.

Any funds left over are to be returned to the CMM via electronic payment. The finance team will facilitate this transaction. Staff will indicate the date at which they will be able to submit their Expensify report and return any remaining funds on the Cash Advance Request form.

Any staff who fail to submit an adequate Expensify report or fail to return any left over funds will have the balance of the cash advance added to their W2 wages and, along with the associated taxes, will be withdrawn from their personal ministry account. Also, staff may lose access to requesting future cash advances.

All requests should be submitted by 5:00 PM CST on Thursday to facilitate the request being reviewed and paid on Friday, barring any further inquiry needed. If approved the funds will be in your bank account the following Monday or Tuesday.

For further information, reach out to the finance team at [email protected].

*Credit card usage is restricted to field team, resource ministry, or operations expenses.*

According to our auditors and the IRS, allowing employees to utilize a CMM credit requires increased accountability on the part of the CMM.

All credit card-holding staff are required to use Expensify to submit expense reports for CMM credit card charges on the 7th of each month for charges from the previous month. Please see the instructions on how to submit these reports below. Card holders are expected to use personal funds and request a reimbursement for personal ministry expenses. No staff should ever use a CMM credit card for non-ministry personal expenses.

In addition to a review process, our auditors have requested we establish consequences for card holders who do not abide within the above policy. Per this request, any cardholder that fails to meet these standards on 3 occasions in a 12 month window will have their card frozen for one month and be required to use reimbursement for ministry expenses. After the card is unfrozen, if a cardholder fails to meet these standards again, their card privileges may be revoked. Furthermore, per IRS regulations, if staff are unable to provide receipts in a timely manner as outlined above, those funds will be added to that staff's taxable income.

CMM Credit Card Expensify Report Instructions

All staff utilizing CMM credit cards will have the cards linked to their mobilization.org Expensify account. A report should be created using the CMM-Chase CC's policy and used for tracking all charges on the CMM card each month. Please follow the below criteria in creating your monthly reports.

Locating expenses from a specific month:

As noted above, only "synced" expenses should be included in your expense reports. Synced expenses are those that have been automatically uploaded from your chase card to your expensify account and have a symbol beside them. You can use the following steps to locate all of these expenses for a given month.

Following the above will make all expenses synced from your chase card populate in the screen. From here, you will be able to ensure all expenses are tagged, commented, have receipts, categorized, and applied to the appropriate report. I hope this step will save you all some time.

Let us know if you have any questions at [email protected]

Online Access - This step is optional

Each cardholder has the ability to set up online access via chase.com to view all of the transactions made on your card. You have two options for doing so.

Issues with your Card

If you run into issues with your card such as the card not working or charges being denied, you should call the number on the back of your card. Tell chase you are an employee on the business card account and provide them with the password CMMNWA. They should be able to resolve any blockages.

If you are not able to resolve your issue over the phone with chase, please reach out to the finance team at [email protected].

In a situation where staff needs to pay a party outside of the CMM, aThird Party Payment Request should be submitted. These requests are only intended to be for payments of parties outside of the CMM. If you need to be reimbursed, you should use the Expense Reimbursement process.

All requests must include a receipt or invoice. If multiple invoices are included or the invoice is in a foreign currency, an Expensify report must be used.

You may be asked to provide the finance team with a W-9 from the vendor if the amount exceeds $600 for the year.

International wires are only available for CMM ministry activity. If you are needing funds to pay for items such as rental deposit, vehicle, etc. those funds will be sent directly to you and then you may pay the vendor. Exceptions may be made for education expenses.

All requests should be submitted by 5:00 PM CST on Wednesday to facilitate the request being reviewed on Thursday and paid on Friday, barring any further inquiry needed.

For further information, reach out to the finance team at [email protected].

Policy

Back-pay is money you did not take as a payroll due to a temporary reduction in payroll. Please refer to thePayroll Change Request Policy for further information on temporary payroll changes. The finance team will keep a running balance of your back-pay. These monies may be taken as an addition to monthly payroll when there are sufficient funds in a staff's ministry account. (Ex. Adam's monthly payroll is $3,000/month. For three months Adam reduces his payroll to $2,000. At the end of that three month period, Adam will have accrued $3,000 in back-pay.) Back-pay is restricted according to certain criteria. Please see these restrictions below.

Back-pay Restrictions

Procedure

To request accumulated back pay, staff should;