Travel Reimbursement Policy
Moravian Church, Northern Province
Effective January 1, 2012
Revised January, 2015 – Effective January 1, 2015
In an effort to minimize transportation costs incurred by the Moravian Church, Northern Province (MCNP), reimbursement for travel and necessary meals for individuals involved in travel on behalf of the MCNP will be made according to the following policy. In all cases, reimbursement is made only for the travel costs of the individual specifically traveling on behalf of the MCNP.
q Individuals will book their own travel using the least expensive mode (air, rail, bus, rental vehicle or personal vehicle) and the least expensive carrier/rental agency. This should take into consideration the amount of time involved and a personal decision concerning the need to spend more time in order to save dollars. This means there might be occasions when the least expensive option is not the best option. Frequent Flyer miles or other rewards do not accumulate to the Moravian Church, Northern Province.
q When driving is the least expensive option, it is recommended that a rental vehicle be used when this is the most cost-effective option. Variables to be considered are: daily cost of rental vehicle; number of days rental vehicle is needed; per gallon cost of gasoline; and current IRS or Revenue Canada business mileage reimbursement rate. The financial responsibility of the cost of additional days for personal use of a rental vehicle is at the individual’s expense.
q When a personal vehicle is used, mileage will be reimbursed at the current IRS or Revenue Canada (as applicable) business mileage reimbursement rate.
q All meals en-route will be covered in accordance with generally accepted standards of the area through which the individual is traveling. Alcoholic beverages are at the individual’s expense.
q Tolls are reimbursed upon presentation of receipts. Monthly EZ-Pass statements or equivalent are acceptable.
q Baggage fees for airline travel will be paid, upon presentation of receipts, according to the length of the business portion of the trip based on the following schedule:
§ 1 – 2 nights 0 bags
§ 3 – 5 nights 1 bag
§ 6+ nights 2 bags
q Trip cancellation and interruption insurance for air travel is not reimbursed by the province
q Employees must use the business-issued credit card for all travel costs. All receipts shall be turned in with proper notation for recording the expense.
q Within 30 days of completion of travel, all expenses must be submitted for approval to the appropriate Committee Chair, District/PEC President or, in the case of Staff, to the employee’s immediate supervisor.
q Properly approved reimbursement vouchers received by the 20th of the month will be processed and paid by the 25th of the month ONLY upon presentation of appropriate receipts.
q Dispute resolution regarding reimbursement of travel expenses is the responsibility of the person approving the reimbursement voucher.