Travel and Expense Reimbursement Policy
The Bible Fellowship Church Executive Board recognizes that BFC Conference Committee members, Executive Board members, officers, and Department Directors and their staff [Personnel] of the Bible Fellowship Church may be required to travel or incur other expenses from time to time to conduct ministry business and to further the mission of the Bible Fellowship Church. This policy is not designed to restrict or inhibit travel, but to document and substantiate travel and expense processes that may already exist. Thus, the purpose of this Policy is to ensure that:
Adequate cost controls are in place,
Travel and other expenditures are appropriate, and
There is a provision of a uniform and consistent approach for the timely reimbursement of authorized expenses incurred by Personnel.
It is our policy to reimburse only reasonable and necessary expenses actually incurred by BFC Personnel. When incurring business expenses, The Bible Fellowship Church Executive Board expects Personnel to:
Exercise discretion and good business judgment with respect to those expenses.
Be cost conscious and spend ministry money as carefully and judiciously as the individual would spend his or her own funds.
Report expenses, supported by required documentation, and the amounts spent.
Expenses will not be reimbursed unless the individual requesting reimbursement submits a written Expense Report. The Expense Report, which shall be submitted to the BFC Executive Board or Department Treasurer monthly, or within two weeks of the completion of travel, must include:
The individual’s name
The date, origin, destination and purpose of the trip, including a description of the BFC activity during the trip.
The name and affiliation of all people for whom expenses are claimed (i.e., people on whom money is spent (e.g., gifts, meals) in order to conduct Bible Fellowship Church’s ministry/business).
An itemized list of all expenses for which reimbursement is requested.
The official mileage reimbursement rate for 2012 has been established by the BFC Executive Board at $0.35 per mile. This rate will be assumed unless you request a lesser amount.
Receipts are required for all expenditures billed directly to the Bible Fellowship Church, such as meals, tolls, parking, or other charges. No expense in excess of $ 25.00 will be reimbursed unless the individual requesting reimbursement submits with the Expense Report written receipts from each vendor showing the vendor’s name, a description of the services provided (if not otherwise obvious), the date, and the total expenses, including tips (if applicable). A credit card receipt or statement may be used to document the vendor and date of an expense, provided other required details of the expenditure are fully documented.
The Complete Travel and Expense Policy can be sent to you upon request to the BFC Executive Director.
NOTE: This report is available on-line and can be completed via the attached Expense Report Form. Actual receipts will have to be mailed, but completing the on-line form will expedite payment of the expense. Save the form on your computer and attach it to an email, sending it to the BFC Executive Director!
Adopted: December 20, 2010
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