Regional Resources

Use this page only if you have an already approved expense or reimbursement. Expenses and reimbursements can only be approved by Regional Staff or the Chair of a Regional ministry. If you have any questions, please contact the Regional Office.

To request a reimbursement for an approved expense:

1. Gather all associated receipts. Reimbursements will not be processed without corresponding receipts.
2. Complete ALL highlighted fields on the Check Payment Request Form (English | Español). This form is to be completed by the person requesting the reimbursement. Incomplete forms, or requests without a form or the corresponding receipts will not be processed.
3. Volunteers: Send completed form and associated receipts to your ministry chair to be completed and then forwarded to Regional Staff.
4. Staff and Ministry Chairs: Send completed form (including your signed approval as well as Account Name and Charge to Account) to Matthew Clark, Regional Ministry Administrator, at region@azdisciples.org.
5. Once your completed form is received by Regional Staff it will be submitted for payment the following Thursday. Expect reimbursement checks to arrive within two weeks of your request.

Requests are typically processed each Thursday morning. Requests received after 9:00am on Thursday will be processed the following Thursday.

Only completed forms with associated receipts submitted to region@azdisciples.org will be processed. Incomplete forms will be returned with a request for needed information.

Under special circumstances reimbursements requests can expedited. Please contact Matthew Clark at the Regional Office if such circumstances exist.

Click the link to view our detailed Check Request and Reimbursement Process.

Use this page only if you have obtained prior approval for mileage reimbursement. Mileage reimbursement will only be paid for volunteers when prior approval has been obtained. To obtain prior approval contact your Regional ministry Chair or Regional Staff.

To request mileage reimbursement for a pre-approved trip:

1. Complete the Blank Mileage Form
   • Volunteers must complete all the fields of the form except: Account Name and Number, Ministry Chair/Co-Chair Signature, and the For Office Use Only section. Mileage reimbursement requests cannot be approved without a beginning and ending mileage. You can find current IRS mileage reimbursement rates for service of a charitable organization at this link or this link.
   • Ministry Chair/Co-Chairs must complete the Account Name and Number and sign on the appropriate line.
2. Send the completed form to your ministry Chair/Co-Chair for approval, or Matthew Clark, Regional Ministry Administrator, at region@azdisciples.org.
3. Once your completed form is received by Regional Staff it will be submitted for payment the following Thursday. Expect reimbursement checks to arrive within two weeks of your request.

Requests are typically processed each Thursday morning. Requests received after 9:00am on Thursday will be processed the following Thursday.

Only completed forms submitted to region@azdisciples.org will be processed. Incomplete forms will be returned with a request for needed information.

Under special circumstances reimbursements requests can expedited. Please contact Matthew Clark at the Regional Office if such circumstances exist.

Use this page only if you have already contacted Regional Staff collecting an offering or fees at a Regional Event. Click the link to view our detailed Offering/Deposit Count Team Procedures.

General Guidelines

• No counter should be asked or allowed to handle the offering alone; therefore, at least two counters should be scheduled
• Counters should not be related, nor Regional staff
• Counters should not receive individual donations by themselves or turn in donations on someone’s behalf (other than themselves or their family)
• Counters must use the Offering Count Deposit Detail Sheet
• All transactions should be properly recorded and verified in a timely fashion
• While there are specific instances where the Region will accept cash, we strongly encourage and have a preference for checks or online donations and deposits. In part, due to our method of banking, checks and online payments are considerably easier to process. When receiving cash is unavoidable, contact Matthew Clark at the Regional Office and follow the detailed instructions for obtaining a money order on our Offering/Deposit Count Team Procedures. At no time will the Regional Office directly accept cash from an event.

Process

As soon as you know money will be collected at an event, contact Matthew Clark, Regional Ministry Administrator. This must be at least two (2) weeks prior to the event.

1. BOTH (all – if more than two) scheduled counters receive the offering from those collecting, if different
2. Designate one person to process the checks and one person to count the currency (bills and coins)
3. A money order will need to be purchased for the currency (bills and coins) portion, payable to Christian Church in Arizona
4. Designate the person taking the currency (bills and coins) to purchase the money order and mailing (or delivering) the checks to First Christian Church in Scottsdale or the Regional PO Box (PO Box 6193, Scottsdale, AZ, 85261)

Details of each step are contained in the Offering/Deposit Count Team Procedures.