MINISTERS COUNCIL EXPENSE GUIDELINES

 Revised 1/06

ATTENDANCE

 

Persons attending meetings on behalf of the Ministers Council are expected to arrive in time for the meeting start, remain through the final session, and participate fully in every session. Advance authorization from the Ministers Council is required if you intend to deviate from that expectation. Please call the office to discuss such a situation before you book travel and lodging. If a change is necessitated at any time after your travel and lodging are booked, it is important to communicate with the office as soon as possible.

AIR TRAVEL

 Arrangements will be made through:

Carlson Wagonlit Travel

610/296-9844

Karen@carlsontravelpa.com

Agents:   Karen, Alisha, Joni, and Pat

Any exceptions to this policy must be cleared in advance through the Ministers Council Office at 1-800-222-3872, extension 2334.

• If you are flying to a meeting, please contact Carlson Wagonlit Travel as soon as you receive meeting details. Please confirm your itinerary within 24 hours of talking with the agent to access fare sales.

• The majority of the airline tickets that are booked through Carlson Wagonlit Travel are non-refundable tickets. Airlines are beginning to change their policies as far as changes to non-refundable tickets. Here are some of the changes that went into effect.

•  Any non-refundable ticket issued must be used specifically for the flight you have been confirmed and ticketed on.
• Once the flight has departed, the ticket will have no value and you will not be permitted to standby for an alternate flight.
• Changes may be made to non-refundable tickets before your scheduled departure however, certain restrictions and fees apply. Please contact the agent with any concerns. You will be responsible for this additional charge if you have to change your reservation for any reason.

 

If you choose to bring a spouse you are responsible for payment of his/her ticket on a personal credit card.

Electronic tickets will be issued for your travel. Airlines have imposed a surcharge when paper tickets are issued in place of electronic tickets.

AUTOMOBILE TRAVEL

 

• For persons who drive to Ministers Council meetings, the ABC establishes a mileage allowance for reimbursement, using as its guide the current IRS-allowed rate. Such mileage will be reimbursed at that rate, up to the amount quoted by our travel agent for competitive airfare. If driving results in a mileage charge which exceeds the lowest coach airfare available, the reimbursement will be limited to the airfare plus mileage to and from the airport plus shuttle transportation. Please note that lodging and/or meals associated with auto travel are not reimbursable expenses.

 

Charges for rental cars will not be reimbursed. Should you desire to have a rental car available for your use during the Ministers Council meetings, you must pay this expense personally.

ROOM RESERVATIONS FORMS

 

• Completing room reservation forms with travel plans in a timely fashion is very critical. Please complete your travel plans and return within two weeks after you receive the meeting notification, or your lodging arrangements may be jeopardized.

SPOUSES

 

• Many persons travel with husbands or wives to meetings. Expenses for spouses cannot be borne by the Ministers Council. Transportation, additional housing costs, and meals for your spouse and/or family members must be paid personally.  All Green Lake expenses incurred for the Ministers Council Senate will be direct billed to the Ministers Council and the Ministers Council will bill you for the additional expenses other than your own once Green Lake accounting has billed the office.

 HOUSING

 

• Room costs are tempered by SHARING ROOMS; the expectation continues that members will SHARE ROOMS unless serious health concerns dictate private housing. Otherwise, a member who selects private housing will also need to be prepared to pay the difference between a single and one-half the cost of a double room and will be billed for that after the event.

The master bill will accept charges for room and tax only. Incidentals and telephone calls will not be charged to the master bill. These must be paid personally upon check out.

 

EXPENSE VOUCHERS

 

• In general, these procedures will mean that members pay fewer reimbursable expenses out-of-pocket. Therefore, fewer expenses will need to be reimbursed through the use of the expense voucher. In general, air travel and housing will be charged directly. Therefore, only miscellaneous expenses, local fares and parking costs will need to be reimbursed. No personal expenses (books, magazines, candy, phone calls, etc.) will be reimbursed. Receipts for public transportation and for any expenditures over $10 will be required for reimbursement.