Accounting Forms Instructions

You can find these instructions and all forms electronically by going to

Here’s some helpful tips regarding the folders and files within this drive-
First, please identify whether your department is a Ministry Support, Operations or Campus department and then select the specified folder.

You are able to fill the forms out electronically, which we recommend.
In order to save a copy and/or email them, you will need to select “Save” and download the form first.
If you don’t need to save or email and just plan on printing it out, there is no need to save/download, just select “Open”
When you select “Open” you may see this warning, it is ok to select “Allow “

Whether you “Save” the file or “Open” the file, you will need to select “Enable Editing” button before you can type in the form.

Inside each folder contains the following forms:

  • Purchase Request Form
  • Transfer Request Form
  • Deposit Memo Form –Included: Formulas to total “cash and coin”
  • Cash Advance Reconciliation-Included: Formulas to total $’s, drop down dept and account options
  • Expense Reimbursement Reconciliation- Included: Formulas to total $’s, drop down dept and account options, enter # of miles for automatic mileage rate calculation
  • Petty Cash Reconciliation- Included: Formulas to total $’s, drop down dept and account options
  • And in the Campus folders is a folder for your campus specific Outreach ministries

The following information is necessary on all forms

  1. Provide full vendor (volunteer or staff member) name and address
  2. Provide the requestors (the one filling out the form) name
  3. Provide the department to be charged to and account number of expense or income line item.
    -Please refer to your departments budget, your supervisor, or finance staff member to help

advise the correct account number

  1. Provide a detailed description of the purpose of purchase and event date whenever applicable.

Important Things to Know

-Whenever you are being reimbursed, use the “Expense Reimbursement Form” only
-All completed forms submitted by 2PM on Tuesday will be available the Friday of that same week
-Incomplete requests (i.e Missing signature, account numbers, etc) may delay this process
-“Backup” with any request of payment, backup is required. It’s either the receipts, the invoice, or an email when needed.

Below are instructions for each accounting form

Purchase Request Form

The most common form-

This should be used whenever discussing a purchase, even if you don’t know the “Vendor” or “How” you are paying yet, this form can still be valuable.
Usually, a purchase is discussed and agreed upon before knowing “How” it will be purchased. This form will collect an “approval” of the purchase, with a signature, for a max $ amount,( it’s ok if this isn’t exact as long as it’s more than the actual purchase cost) and it can be determine “who” is paying for it, by filling in the Dept name. (The signature should be the overseer of this said department.) Now the other fields can be filled in-

(The following instructions are found on the back of the hard copy of this form FYI)

How will the item or services be paid for?
If the vendor will be billing us for the services or products and you don’t already have the invoice; prior to placing order, please request a PO number from finance to have referenced on the invoice. See PO number below
Credit Card- If you are ordering services or products online .
Check- If you already have an invoice to pay or if the vendor is not able to invoice the church (i.e Honorarium or an Advance) a check request is appropriate. Please indicate on the purchase form whether you would like the check to be “Mailed or hand delivered”
PO Number- P.O numbers are issued by accounting and are required when ordering through a vendor that will invoice us or when placing an order through our in house Print Center. PO numbers are reference numbers that are given to the vendor by the purchaser (you) at the time of order. This number indicates approval was submitted and accepted by accounting and the invoice can be paid immediately upon receipt, with NET 30 terms.
RockPile Purchase- Used when purchasing items form the RockPile “on account” A hard copy of the approved “Purchase Request Form” is required by the RockPile cashier at the time of purchase. At the end of the month, RockPile submits forms to accounting.

Expense Reimbursement Form

Important Reminders-

The Rock prefers to not use a Third Party payment process (which is the expense reimbursement process) on any major purchases, event vendor agreements, permits, etc. Any important purchase that may need to be tracked down at a later date. Searching for the payment to you is more challenging to find then a direct payment to the vendor.

Receipts, proof of payment, is required

When to use this form? When you need to be reimbursed for a purchase you made on behalf of the church and you would like to be reimbursed.

See page 2 for all other “Information necessary on all forms” and what is included with this form

Transfer Request Form

This form is used for interdepartmental transfers. Please note the wording of the department the funds are going “TO” and the department the funds are coming “FROM.” This is an easy mistake that has been in the past. A signature by both department heads is preferred, however the signature of the “FROM” department is all we need.

See page 2 for all other “Information necessary on all forms”

Deposit Memo Form

Any money that is collected whether donations or in receipt of a purchase should be run through Finance so we have knowledge of it and can allocate funds correctly. This form is to be filled out to let us know what this money is for.

Donation is a gift of any amount to be used how the ministry sees fit and the giver receives nothing in return. If they are paying for a class, purchasing a T-shirt, paying for a conference or a book this is NOT a donation but rather a payment. Please make sure to mark accordingly when filling out this form.

Please give us the information as to why this money was collected and is being deposited. Not everyone knows the account number to be used for income. As long as we have enough information we can make the correct choice for you and you may leave this blank.

A staff member or ministry leader should be the only ones filling out this form and handling any money. Always have 2 people present when money is involved and don’t forget to sign this form so we know who to contact if we have any questions.
See page 2 for all other “Information necessary on all forms” and what is included with this form

All other instructions are at the bottom of this form

Petty Cash Reconciliation

This form is only to be used if you have a recurring petty cash fund that is replenished monthly.

Important Information:

  • Include the starting fund balance at the top of this form, this is the total amount your petty fund should be.
  • In “Cash Out” is where you allocate any outstanding money (no receipts at the time but you intend on getting them)
  • If you have cash still on hand make sure to enter that total as well.
  • The form will then generate whether you are in balance resulting in a “0 or –“ or there will be a figure that you are “over or under” in cash. Leave this as it reads and we will expense or credit your fund, unless you feel a mistake was made.

See page 2 for all other “Information necessary on all forms” and what is included with this form

Cash Advance Reconciliation

This form is only to be used if you received a check up front for a cost. Typically these are upcoming events. When the check is received, so are instructions with how to return the receipts and any remaining cash.

Important Information:

  • Please fill out and attach receipts to this form when turning into finance.
  • If you are returning cash also, please allow that total of cash to generate in the cell as the money still remaining “out” then indicate on the form the date you filled out the deposit memo form for the remaining cash and attach a copy of the Deposit Memo form along with your receipts. Please see instructions on “Deposit Memo Form”

See page 2 for all other “Information necessary on all forms” and what is included with this form

Travel Request Form

This form is to be used whenever multiple purchases for a trip, whether it be teambuilding or educational, is being requested. The form allows the entire trip to be approved at once and know the total cost of the trip rather it accumulating one approved purchase at a time.

Please fill out all areas that are applicable and submit to finance in order to provide you with Per Diem rates for meals and incidentals in your area of travel and/or to make sure nothing is missing that is necessary prior to approval.

If you are under the impression the trip is an “educational” trip and therefore should be covered by HR, Finance will forward to the HR department for review in order to obtain approval for the trip.