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At Westgate, how we use money is an expression of stewardship.

The resources entrusted to our church exist to support the mission, serve people well, and fund the things leadership believes matter most. Everyone who spends on behalf of Westgate shares responsibility for stewarding those resources thoughtfully.

Spend the church’s money like you would spend your own

Treat every dollar with care.

Before making a purchase, ask:

• Do we really need this?

• Is this a reasonable price?

• Is there a simpler or less expensive way to accomplish the same goal?

• Does this meaningfully support the ministry?

This does not mean always choosing the cheapest option. Sometimes spending more is the wise decision. It means making thoughtful decisions rather than spending simply because money is available.

We are stewards, not owners

The money we manage belongs to the church and has been entrusted to us for a purpose.

We do not need to be afraid to spend when something advances the mission, but we also should not spend casually just because an expense fits within a budget.

Good stewardship means using resources intentionally.

Budgets are guardrails, not spending targets

An approved budget helps teams plan and operate responsibly. It is not a promise that every budgeted dollar should be spent.

There is no “use it or lose it” mindset at Westgate. If money remains at year-end, that is okay. There is no need to accelerate spending simply to use the budget.

Likewise, priorities may change during the year. Leadership may choose to spend more in one area, less in another, or redirect resources toward a greater need.

Our goal is not to perfectly spend the budget. Our goal is to use Westgate’s resources where they can have the greatest impact.

Code expenses based on what was actually purchased, not where budget remains. Accurate coding gives us better data and helps us build better budgets in the future.

One church, one budget

Individual ministry budgets are part of one Westgate budget.

We should hold our plans with open hands and recognize that the needs of the church can change. Resources may need to shift as leadership discerns what is most important for Westgate as a whole.

Please understand the cost to run any given ministry, event or group is not just the simple known expenses. Electricity, facilities, staff, systems, maintenance, security, finance staff, operations staff, and much much more is an often unseen cost that is often overlooked. 

Spend with confidence, not scarcity

Thoughtful stewardship is not the same as being afraid to spend money.

When something is needed, supports the ministry, and represents a responsible use of resources, we want teams to move forward with confidence.

The question is not simply, “Do I have budget for this?”

A better question is, “Is this a wise use of Westgate’s resources right now?”

When in doubt, collaborate

Good stewardship works best through conversation.

If you are unsure about a purchase, an unexpected expense, or whether priorities have shifted, talk with your supervisor and the Business Office.

Your supervisor can help weigh the ministry priority, and the Business Office can help provide financial context and think through the best approach.

Our goal is to help make wise decisions together, not create unnecessary rules around every situation.

Spend thoughtfully. Steward faithfully. Put resources toward what matters most.

We've launched a new WestGate Church Payment Request Form and a short Accounts Payable Guide to simplify vendor payments and reimbursements, making the process more predictable and consistent. 

A QUICK OVERVIEW:

To request a payment, email finance@westgatechurch.org with:

1. A completed Payment Request Form

2. The invoice, receipt, or other supporting documentation

A few key points (see the Guide for more details):

• Approvals happen in Ramp, based on the amount.

• Existing vendors are generally paid within 2 business days of final approval. New vendors need extra time to complete their Ramp setup.

• ACH is our preferred payment method.

• If a purchase isn't in your budget, please talk with your supervisor and the Business Office before committing to it.

The fastest request is a complete one, so please double-check the form and attachments before sending. For anything urgent or unusual, reach out to the Business Office early.