Submitting Reimbursements

Reimbursement Form

Click here to view the list of account codes to be used for your disbursement.

I have receipts for items I purchased for a St. James' program or ministry. How can I be reimbursed?

Simply download this reimbursement request form, complete it (see instructions on how to complete the form here), and submit it to the Church Office along with the receipt(s), and we'll send you a check. It's that easy!

How long will it take to get my reimbursement?

Before you submit a properly completed reimbursement request form with the receipt that clearly shows what was purchased and how much it cost to the Church Office, please have the appropriate ministry head sign the request form to give his/her approval to reimburse you for the item(s). Then, mail the request form and receipt(s) to (or drop them off in) the Church Office, where your request will go through a series of approvals. The request form must first be signed by the ministry head, and then it must be reviewed by clergy. If the dollar amount is significant, the request will also be reviewed by the Vestry and/or Treasurer for approval. Once the request is approved, the reimbursement check will be issued. Generally, requests received by Tuesday morning are paid by Thursday afternoon. Please be patient -- reimbursements cannot be issued the same day as the request form is submitted. The Treasurer and Assistant Treasurer are the only authorized check signers and they are not on-site regularly.

What if I need a check to pay a vendor or contractor?

It's easy -- follow the same steps above for requesting a reimbursement, but instead of attaching a receipt, attach the invoice and indicate that the check should be made payable to the vendor or contractor. The approval process is the same.

If you have any questions on completing the reimbursement request form, please contact Julie Loesch, Accounting Clerk, at julie@stjamesleesburg.org or (703)777-1124 ext. 108.