Expense & Reimbursement Portal

Welcome! To support good financial stewardship and streamline payment processing, all St. Columba’s ministry leaders, staff, and volunteers must submit ministry expenses using our official digital Excel form.

Step-by-Step Reimbursement Instructions

Step 1: Download the Reimbursement Form

Download the St. Columba’s Reimbursement Form  to your computer. The Excel file contains dedicated tabs for general ministry expenses and travel/mileage expense reports.

Step 2: Complete Section 1 (Contact & Payment Info)

  • Enter your Name, Email, Phone Number, Event Name, and Date.
  • Select your preferred payment delivery method:
    • Mail Check: Provide your preferred mailing address.
    • Direct Deposit: Processed via Bill.com. (First-time users will receive an automated email from Bill.com to set up secure direct deposit details).

Step 3: Complete Section 2 (Itemized Expense Table)

  • Select your Department/Ministry (e.g., Worship, Youth, Family Ministry, Outreach, Adult Formation) and Category (Meals, Hospitality, Supplies / Materials, Food, Flowers, Gifts, or Other) using the dropdown menus.
  • Meal Expenses: State the Purpose of Gathering and list all Attendees.
  • Other Expenses: Include a detailed item description.
  • Travel & Mileage: Use the Travel Expense Report tab in the workbook for mileage calculations at the standard IRS rate, lodging, and transit expenses.

Step 4: Obtain Approval & Submit

  1. Save your completed Excel file.
  2. Gather clear photo scans or PDFs of all original itemized receipts.
  3. Fill out Section 3 (Reimbursee) and email the form and receipts to your Department/Ministry Leader.
  4. Your Ministry Leader will review, sign, and forward the package to Torie Proctor (tproctor@columba.org) for final approval and payout.

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