EVENT FINANCES
Helping you manage event funds and understand the processes in place for reimbursements, expense payments, W-9s, invoices, and certificates of insurance is important to us. We trust that the articles below offer valuable guidance, instruction, and support in handling the financial aspects of your events.
Please submit all financial requests or questions to finance@cbmc.com.
Financial Forms
Below are links that will take you to the financial forms that you may need for your event.
Download and save the payment transmittal form to print and remit to the national office to accompany checks received for event payments/sponsorships.
Download the W-9 to forward to any speaker or vendor that will be paid $600+ for services rendered for an event.
Instructions for AR/AP
If You Need Expenses Paid, Please Follow These Guidelines:
➢ We recommend using a credit card to pay for event expenses and then submitting your receipts through Abacus for swift processing and reimbursement.
➢ Invoices or copies of invoices can be emailed to finance@cbmc.com or mailed to CBMC, PO Box 8009, Chattanooga, TN 37414 for payment.
➢ When submitting invoices for payment, please include the name of the event, the area hosting the event, and the party responsible for the event's finances (usually a CBMC field staff member).
➢ If we are paying a vendor, please specify the payee's name and include their mailing address to facilitate check issuance. Note that if the payment exceeds $600, a W-9 form must be submitted by the vendor, along with the invoice.
If You Need Reimbursement of Expenses, Please Follow These Guidelines:
➢ When submitting receipts for reimbursement, ensure that the name of the person who paid the expense is clearly indicated on the receipt, and include the address where the reimbursement should be mailed.
➢ Specify the name of the event for which the expense was incurred.
➢ Email your reimbursement request to finance@cbmc.com along with copies of the receipt.
As you prepare to mail checks to the National Office, please adhere to the following guidelines:
➢ Utilize the Transmittal Form - The Transmittal Form is available on the Event Hub in the Leader’s Portal. It provides essential information we require to manage your funds accurately.
➢ Be Specific About Payments - Clearly state the purpose of the funds. For instance, if your event tickets are priced at $75, but we receive a check for $150 from John Doe, we need to clarify whether he is purchasing two tickets or if he intends the extra amount to be a donation. We prefer not to make assumptions.
➢ Indicate the Event and Area - Specify the event for which the money is intended, along with the location where it is being held. With over 120 event organizers nationwide, this detail is crucial. For example, if you're sending money for Leadership Coach Training, be sure to include your area name on the Transmittal Form.
➢ Submit Funds Promptly - Please aim to send all checks to the Ministry Support Center before the event. If you collect funds during the event, please forward them as soon as possible afterward.
➢ Please do not mail cash.
CONCERNING CREDIT CARD PAYMENTS
➢ All credit card payments for events are processed through our event platform. There is no other option for an attendee to pay for an event registration/sponsorship using a credit card.
➢ All credit card payments should be made before the event ends. The staff at the Ministry Support Center (aka. National office) cannot process credit card payments.
Click buttons below to access downloadable documentation of this information.
Accounts Receivable Instructions Accounts Payable Instructions