Travel and Related Expenses Reimbursement Policy
This Policy aims to ensure that travel costs do not hinder participation in the General Meeting, while also maintaining prudent financial management. We provide reimbursements for Members, Children and Youth traveling from distant locations based on the most cost-effective transportation option, as specified in the accompanying chart. Please obtain prior approval from the Region for any expenses not clearly covered by this Policy. If a type of travel expense is not listed, it will be considered non-reimbursable.
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, candidates, diaconal supply, ordained supply) who are under appointment 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: Participants in the First Third Ministry programs at the General Meeting are required to arrange their own overnight accommodations, as these are not provided. Children and youth must stay with their parent or appointed guardian. Please note that accommodation costs are not eligible for reimbursement.
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.
Non-reimbursable costs:
Excess/overweight baggage charges, seat selection, trip cancellation insurance, and change fees for bookings
|
Airfare booked before or on May 15, 2025: Fully Reimbursable
Airfare booked after
May 15, 2025:
Up to $450, excluding taxes.
|
| Mileage |
Members traveling by car to or from Nanaimo are eligible for a reimbursement rate of $0.50 per kilometer. There is no maximum reimbursement limit for vehicles with multiple occupants.
Non-reimbursable costs:
- Nautical kilometers from ferry routes are not included in the total kilometer calculation.
- Kilometers driven during the event cannot be claimed for reimbursement.
|
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 7:30 am
- Dinners should not be claimed if travel ends prior to 6:30 pm
|
$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 (May 30 – June 2)
|
$200 per day plus
taxes
|
| Dependent Care Assistance |
Members who need to pay for dependent care services to attend the meeting may be reimbursed. Eligible dependents include:
a) Children under the age of 14; or
b) A spouse or dependent who is unable to care for themselves due to physical or mental reasons.
To claim reimbursement, a receipt is required containing:
· Caregiver's full name and address.
· Dates of service, hourly/daily rate, and total hours provided.
· Caregiver’s signature confirming payment.
|
$75 per day
$300 for four days |
| Taxis |
Taxi expenses to and from the airport are reimbursable if shared by three or more Members. Members are encouraged to carpool to reduce costs.
Non-reimbursable costs: Car rentals
|
Per actual receipt |
Travel Reimbursement Eligibility and Process
To qualify for reimbursement, claimants must physically attend the meeting. Reimbursement is not available for no-shows, except under special circumstances. Reimbursements will only be processed and paid after June 1, 2025, and typically takes 2-4 weeks from the date of receipt are submitted. Please ensure all receipts include the GST amount if applicable; failure to provide receipts may delay processing.
We encourage registration for the Pacific Mountain Region's Electronic Funds Transfer (EFT) for a faster, more secure reimbursement method. If opting for reimbursement by check, please be aware that this method will take longer to process.
The deadline to submit travel reimbursement claims for the 2025 General Meeting is July 31, 2025.
For inquiries or concerns regarding this Policy and their impact on your attendance at the General Meeting, please email Houston Mo, Director of Finance, at hmo@united-church.ca.