An important process of chapter financial recordkeeping is having all chapter
service teams submit receipts. All congregational and community service teams
are part of their chapter, and the chapter is responsible for retaining all receipts for seven years in case of an audit. Receipts serve as supporting information for funds that are released and for reporting that is done online.
SUBMITTING RECEIPTS FOR CARE IN CONGREGATIONS®
PROGRAM
Congregational service teams must provide the chapter leadership board with
all receipts or legible photocopies of receipts for expenses they incur doing
any Care in Congregations® hands-on service activities.
All hands-on service activities must have receipts because the expenses associated with the service activity (to purchase materials to conduct the activity) drives the Care in Congregations® funding. Although receipts are not required for Care in Congregations® fund-raisers, it is the preferred process and a best practice to submit receipts for fund-raisers as well.
Example: A congregational service team requests $750 in Care in Congregations® funding for the purchase of paint to repaint the Sunday School rooms. The team submits to the chapter leadership board the receipts (or legible copies) for the $750 in paint purchased so the board has the documentation on file in case an audit is conducted.
Important Note:
Refusal to submit receipts to the chapter leadership board
would be grounds for removal of congregational coordinators from this leadership
position.
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SUBMITTING RECEIPTS FOR CARE ABOUNDS IN COMMUNITIES® PROGRAMS
The contact person for a service team conducting a Care Abounds in Communities® activity, or a locally
supported chapter activity, must keep receipts for each expense that is
reimbursed from the funds raised (e.g., if $25 of the $200 raised is used
to reimburse someone for the purchase of food, the contact person should have
the receipt for the purchase of the food). Receipts must also be kept for all expenses related to supplies purchased to do a hands-on service activity.
If, for some reason, a portion of the funds raised by the service team cannot
be sent to the financial director (this should be a rare occurrence), but
are deposited elsewhere or provided directly to the recipient, the service
team must ask the cohosting organization or recipient to provide a letter
titled "Acknowledgement of Funds Raised by Thrivent Financial for Lutherans
Chapter," which confirms the fair share amount raised by the chapter’s service
team. This letter should be included with the other receipts. Additional
information on this topic is included in the How To section of CHIP.