H.I.S. INTERNATIONAL MISSION
Partner Ministry Resource Support
STANDARD OPERATING PROCEDURE
Document Number
HIS-PMRS-SOP-001
Version
1.0
Effective Date
September 3, 2026
Approved By
____________________________
Next Review Date
September 3, 2027
1. Purpose
The H.I.S. Partner Ministry Resource Support Program strengthens approved mother and partner ministries by providing limited financial, material, and practical resources for their community programs. This SOP creates a consistent process for requests, review, approval, purchasing, documentation, stewardship, and future leadership handoff.
Guiding Scripture: “As we have therefore opportunity, let us do good unto all men, especially unto them who are of the household of faith.” Galatians 6:10, KJV
2. Scope
This SOP applies to H.I.S. International Mission leaders, Partner Ministry Resource Support coordinators, finance workers, purchasers, volunteers, and approved mother or partner ministries requesting support. It applies to money, supplies, equipment, services, reimbursements, and other resources supplied through the program.
3. Ministry Boundaries
The Partner Ministry Resource Support Program supports approved mother and partner ministries for their community programs. It does not provide direct financial or material assistance to individuals.
The Partner Ministry Resource Support Program is separate from the Individual Helps Ministry, Psalm 107:7 Ride Home Project, Clothing Room Ministry, Garden Project, Chicken Project, Eggs Outreach, and Disaster Relief Program.
Support is offered as needed, depends on available funds or supplies, and carries no guaranteed recurring allocation.
Support does not create ownership, control, partnership liability, employment, agency, debt, or a continuing obligation between H.I.S. International Mission and the receiving ministry.
H.I.S. International Mission retains the right to approve, reduce, defer, restrict, or deny any request.
4. Roles and Responsibilities
4.1 H.I.S. Leadership
Approves participating ministries, spending authority, funding limits, exceptions, and restricted uses.
Reviews higher-risk, unusual, urgent, or large requests.
Suspends or ends support when stewardship, safety, conduct, or mission-alignment concerns arise.
Reviews this SOP and the program’s effectiveness at least annually.
4.2 Program Coordinator
Receives requests and checks them for completeness.
Verifies ministry status, intended community-program use, urgency, and supporting information.
Documents the recommendation and obtains the required approval before committing resources.
Coordinates approved purchases, delivery, acknowledgment, and follow-up.
Maintains the request and assistance log and reports concerns promptly.
4.3 Finance or Authorized Purchaser
Confirms available and properly designated funds.
Uses approved payment methods and retains receipts, invoices, approvals, and proof of delivery.
Pays vendors directly or purchases supplies whenever practical.
Refuses payment when approval, documentation, or budget authority is missing.
4.4 Receiving Ministry
Provides complete and truthful request information.
Uses resources only for the approved community program and purpose.
Protects property, maintains requested records, and reports loss, theft, misuse, or material changes.
Provides receipts, acknowledgment, outcome information, or unused funds and supplies when requested.
5. Eligible Support
Program supplies, food, hygiene items, educational materials, outreach materials, and safety supplies.
Equipment or tools needed for an approved community program.
Approved vendor services, facility-related program costs, transportation-related program costs, or other documented operating needs.
Limited emergency program support when delay would materially affect the partner ministry’s community service.
Volunteer labor or practical assistance when properly supervised and within H.I.S. safety and insurance requirements.
6. Ineligible or Restricted Support
Cash, gift cards, loans, or direct payments to individuals.
Personal bills, personal debts, personal property, personal travel, or costs unrelated to an approved community program.
Political campaign activity, candidate support, unlawful activity, discrimination, private benefit, or any purpose conflicting with H.I.S. International Mission’s faith and mission.
Alcohol, tobacco, illegal drugs, weapons, fines, penalties, or expenses caused by fraud or misconduct.
A purchase or commitment made before written approval, unless leadership documents a true emergency exception.
Recurring support represented as guaranteed or automatically renewed.
7. Request Requirements
An authorized representative of the requesting ministry shall submit a Partner Ministry Resource Support Request containing:
Ministry name, responsible contact, and relationship to H.I.S. International Mission.
Community program name, people served, and program purpose.
Specific item, service, or amount requested.
Estimated cost, vendor information when known, and requested date.
Reason for the need, level of urgency, and effect if support is unavailable.
Other funding or resources available for the same need.
Planned use, person responsible for the resource, and method for documenting use.
Certification that the information is correct and the resources will be used only for the approved purpose.
8. Review and Approval Procedure
Log the request on the date received and assign a request number.
Check the request for completeness. Return incomplete requests without promising approval.
Verify that the requesting organization is an approved mother or partner ministry and that the request serves a community program rather than an individual.
Evaluate mission alignment, need, urgency, expected benefit, stewardship history, risk, available resources, donor restrictions, and other known funding.
Confirm the correct approval level under the current spending-authority policy. No worker shall approve a request in which the worker has an undisclosed personal or financial interest.
Record the decision, approved amount or items, restrictions, expiration date, and approving person.
Notify the requesting ministry. Approval is not final until documented by the authorized H.I.S. approver.
Arrange direct vendor payment, H.I.S. purchase, or controlled delivery whenever practical. Reimbursement requires prior approval and itemized proof of payment.
Obtain receipt or acknowledgment of delivery and complete any required follow-up.
Close the request in the assistance log and retain the complete record.
9. Purchasing, Payment, and Property Controls
Use H.I.S. International Mission accounts and approved payment methods. Do not mix ministry and personal money.
Require an invoice, receipt, or equivalent record for every expenditure.
Do not divide one request into smaller transactions to avoid an approval limit.
Follow donor restrictions and grant terms. Restricted resources shall not be redirected without proper authorization.
Identify whether equipment is donated, loaned, or retained as H.I.S. property. Document serial numbers and custody when appropriate.
Unused funds, credits, refunds, or returnable supplies belong to H.I.S. International Mission unless a written agreement states otherwise.
Two-person review is required for any payment or transfer above the threshold established by H.I.S. leadership.
10. Urgent Requests
Urgency does not remove accountability. When immediate action is needed to protect people or prevent the loss of an approved community service, an authorized leader may approve an emergency exception within the leader’s authority. The reason, approval, amount, payment method, and supporting records shall be documented as soon as possible and no later than the next business day.
11. Conflicts of Interest and Ethical Conduct
Workers shall disclose family, financial, business, or close personal relationships connected to a request or vendor.
A person with a conflict shall not evaluate, approve, purchase, or verify the same request.
No worker or partner may receive a kickback, personal discount, commission, gift, or benefit connected to support.
Suspected fraud, diversion, coercion, retaliation, or misuse shall be reported promptly to H.I.S. leadership.
12. Delivery, Use, and Follow-Up
Record what was provided, its value, the delivery date, and the receiving representative.
Use a signed receipt, delivery acknowledgment, vendor confirmation, photograph of delivered goods when appropriate, or another reliable record.
Follow-up shall match the size and risk of the support and may include receipts, inventory confirmation, a short outcome report, or a site visit.
Material changes in purpose require written approval before resources are redirected.
Misused or undocumented resources may result in repayment, return of property, suspension, or removal from eligibility.
13. Confidentiality and Records
Request and financial records are confidential ministry records. Access is limited to authorized persons with a work-related need. Records shall be stored in a restricted location and shared only for ministry administration, financial review, insurance, legal compliance, or authorized reporting.
Record
Required content
Request file
Request, supporting documents, review notes, decision, restrictions
Financial file
Invoice, receipt, payment record, account or fund charged
Delivery file
Items or services, value, date, recipient acknowledgment
Follow-up file
Outcome, remaining property or funds, concerns, corrective action
Assistance log
Request number, ministry, program, date, category, value, status
Records shall follow the retention schedule approved by H.I.S. leadership with guidance from its accountant, insurer, and legal advisor. Records past the retention period shall be destroyed securely.
14. Complaints, Misuse, and Corrective Action
Document complaints and suspected misuse promptly.
Protect immediate safety and preserve relevant records.
Notify H.I.S. leadership. Contact law enforcement or another authority when required by law or immediate danger.
Pause additional support during review when necessary.
Record findings and corrective action, including education, added restrictions, repayment, return of property, suspension, or termination.
Prohibit retaliation against anyone who makes a good-faith report.
15. Training and Handoff
All program workers complete orientation on this SOP, confidentiality, conflicts, purchasing, documentation, and incident reporting before serving independently.
The outgoing coordinator shall transfer current requests, logs, restricted funds, property records, vendor information, passwords through an approved secure process, and unresolved concerns to the authorized successor.
H.I.S. leadership shall review authorization levels and remove the outgoing coordinator’s access when duties end.
Training is refreshed annually and whenever this SOP or financial controls change.
16. Required Forms and Logs
Partner Ministry Resource Support Request
Request Review and Approval Form
Purchase or Payment Authorization
Resource Delivery and Receipt Form
Equipment Loan or Property Record, when applicable
Follow-Up and Outcome Report
Assistance Log
Incident, Complaint, or Suspected Misuse Report
Worker Training Acknowledgment
Coordinator Handoff Checklist
17. Compliance and Review
H.I.S. International Mission shall operate the Partner Ministry Resource Support Program in accordance with its governing documents, donor restrictions, internal financial controls, insurance requirements, and applicable law. This SOP is an internal operating policy and does not promise assistance, create a contract with a requesting ministry, or replace legal, tax, accounting, or insurance advice.
18. Approval and Worker Acknowledgment
I acknowledge that I received, read, and agree to follow this SOP. I understand that I have no authority to promise, approve, purchase, pay, or transfer resources beyond the authority H.I.S. International Mission gives me in writing.
Worker Name: _________________________________________________
Signature: __________________________________ Date: ______________
Program Director Approval: _____________________ Date: ______________