Travel and Related Expenses Reimbursement Policy
The purpose of this Policy is to balance the desire to ensure finances are not a barrier to participation in the General Meeting while also carefully stewarding the costs of this large event. Members, Children and Youth travelling from a distance will be reimbursed at the lowest cost of transportation (for instance, airfare might be less expensive than milage plus ferries and meals en route), according to the chart below.
Reimbursement for expenses that are not in compliance with this Policy requires the prior approval of the Region.
Members: The Members of the meeting are those who have the right to vote:
- All order of ministry (active, retained or retired);
- Ministry Personnel (including DLM, cadidates, diaconal supply, ordained supply) who are under appoitment to a community of faith;
- Lay representatives of communities of faith elected by those communities;
- Others appointed as Members by Regional Council.
Children and Youth: Registrants of First Third Ministry (F3) programs at the General Meeting. The F3 programs will not include overnight accommodation so children and youth are required to stay with their parent or appointed guardian. Please note the cost of accommodation will not be reimbursed.
Reimbursable
Expenses |
Policy |
Maximum
Amount |
| Airfare |
Air travel can be reimbursed when it is more cost-effective than ferries and/or personal vehicle. Airfare should be in economy class and attendees are expected to use the lowest logical airfare available. (e.g. Air Canada: Economy Basic or Standard; WestJet:Economy Basic)
Non-reimbursable costs:
Excess/overweight baggage charges, seat selection, trip cancellation insurance, and change fees for bookings
|
Airfare booked before or on May 15, 2024: 100% reimbursable
Airfare booked after
May 15, 2024:
Up to $300, before
taxes and fees
|
| Mileage |
Members of the meeting traveling by car to/from University of the Fraser Valley can claim $0.50 per kilometer. The maximum amount does not apply to multiple-occupant vehicle.
- Nautical mileage of ferry routes is not counted in total mileage
- Mileage during teh event cannot be claimed
|
Single occupancy vehicle:
$400 for round trip journeys
|
| Ferry |
Ferry costs and reservations for standard vehicles can be claimed. Members are encouraged to carpool in order to minimize costs.
|
Per actual receipt |
| Meals en route |
Members traveling by car over 400 kilometers one way can be reimbursed.
Itemized receipts (credit/debit card slips are not sufficient) must be provided with claim. Where a claim covers multiple persons, their names should be provided.
- Breakfast should not be claimed if travel begins after 7:30am
- Dinners should not be claimed if travel ends prior to 6:30pm
|
$15 for Breakfast
$20 for Lunch
$30 for Dinner
Excluding applicable
taxes and maximum
gratuity of 15%
.
|
| Accomodation en route |
Members travelling by car over 750 km one way can claim accommodation.
Non-reimbursable costs:
Accommodation during the meeting (June 1 – June 4)
|
Prior approval of the Region is required
$175 per day plus
taxes
|
| Dependent Care Assistance |
Dependent care services are reimbursable for members who need to pay for such services in order to attend the meeting.
The dependent is defined as:
- A depended child who is under the age of 14; or
- A spouse or other depended who is physically or mentally incapable of self care.
Receipt is required and must include all of the following information:
- Caregiver's full name and address;
- The date(s) being charged, the hourly/daily rate of pay and the total hours of care provided;
- Caregiver's signature acknowledging receipt of payment.
|
$75 per day
$300 for four days |
| Taxis |
Taxis from/to the airport can be claimed if three or more members share the taxi. Members are encouranged to carpool in order to minimize costs.
Non-reimbursable costs: Car rentals
|
Per actual receipt |
REIMBURSEMENTS
To be eligible for reimbursement, claimants must attend the meeting in person. No reimbursement will be given to “no shows” except for special circumstances. Travel reimbursement will be processed after June 4, 2024. Processing of claims will take 1-3 weeks. Please include receipts with GST amount (if applicable). Further delays could occur if receipts are not provided to the submission.
If you have not register for the Pacific Mountain Region’s Electronic Funds Transfer (EFT), please consider signing up – it is a fast, convenient and secured way to receive your reimbursement. If electing to be reimbursed by cheque, please note that issuance of cheque will have longer processing time than the EFT reimbursement option.
Deadline for submitting General Meeting travel reimbursement claims is July 15, 2024.
If you have any questions about these policies, or if these policies result in your inability to attend the General Meeting, please contact us at: (604) 431-0434 or hmo@united-church.ca