Travel and Expense Policy
Goal: The goal of this travel policy is to balnce the desire to ensure finances are not a barrier to particiapation in the General Meeting while also carefully stewarding the costs of this large event. General Meetings cost the Region approximately $200,000 for each one held.
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 appoitment to a community of faith;
Lay respresentatives of communities of faith elected by those communities;
Others apppointed as Members by Regional Council.
Mileage: Members of the meeting traveling by car can claim 40 cents per kilometer. The first 50 kilometers are not counted in total mileage. Please calculate total mileage minus 50 Km when making a claim. Mileage during the event cannot be claimed.
Meals en route: Members traveling by car over 400 kilometers each way can claim up to: $10 for breakfast; $15 for lunch; $25 for dinner. There is no reimbursement for alcoholic beverages.
Accommodation en route: Members traveling by car over 750Km can claim accommodation costs to a maximum of $120 a night.
Children and Youth: Children and youth (who are not members) cannot claim mileage expenses. They can claim (or have someone claim for them) expenses for meals en route.
Ferry: Ferry costs for cars can be claimed, reservations will not be reimbursed. Members are encouraged to carpool in order to minimize costs.
Travel: Members travelling from a distance will be reimbursed at the lowest cost of transportation. (For instance, plane fare might be less expensive than a bus plus meals, or mileage plus meals and hotel.)
Taxis and Rentals: Taxis costs from the airport can be claimed if three or more members share the taxi. Car rentals cannot be claimed.
Accommodation: Accommodation during the meeting (May 30 - June 2) cannot be claimed.
**Please note that cheques will not be printed on site**
For all travel reimbursment claims (except mileage), please include receipts that include the GST.
Travel reimbursment paid by EFT that are submitted by Friday May 31st will be paid within 2 business days. Any submission paid by cheque or EFT payments submitted after May 31st will be paid within 10 business days.
Deadline for submitting travel reimbursment claims is June 30th, 2019.
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: firstname.lastname@example.org