As our staff are now preparing to attend the National Conference in Singapore, it raises some questions regarding how to handle travel & reimbursements when a side trip to visit students isincluded. It is important to remember that the escrow account can ONLY be used for expenses directly related to the National Conference. Expenses which are related to the side trip must come out of the regular ministry account or a special account. For more information regarding a special account contact your supervisor or RFD.
When planning a side trip, staff should first figure out the travel expenses to get from the departure airport to Singapore. This is your base rate which can be reimbursed from your escrow account. The difference between the base rate and the complete trip (with the side trip included) may be expensed through a special or regular ministry account. The expenses should be separated into two different reimbursement requests: one for the escrow and one for the special account. If you do not separate them, the full amount will be reimbursed from your regular ministry account. Please be sure to fill out an overseas trip application for the side trip prior to booking and reimbursing your travel; otherwise, we will not be able to reimburse you for those expenses. (Staff do not have to submit an overseas trip application in order to attend the National Conference.) The application must be approved by both your Supervisor and RFD before it is sent to operations.
8 Comments
Larry Champoux
1/31/2017 02:47:04 pm
It seems a bit simpler to me to send in one reimbursement request for all my travel expenses. After you withdraw all the conference fees and hotel fees, could I just ask for any remaining escrow funds be transferred to my general fund? When would that transfer take place (ie. when would those funds be available in my general fund)?
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Sheldon Jantz
1/31/2017 03:02:06 pm
Yes, that would be easier if your regular ministry account had a sufficient balance to be able to pay out the reimbursement without having a negative affect on your next paycheck.
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Caroline
2/1/2017 07:29:59 pm
So, Sheldon, I just purchased our RT tickets to Singapore and submitted them for reimbursement yesterday. We are heading to Singapore via Seoul. I have not filled out an Overseas Trip Application yet. But it seems to me this is part of getting to Singapore. Can I still get reimbursed sooner rather than later? I'll get that application done soon and sent into my RFD. We're still firming up a few details. Thanks!
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Sheldon Jantz
2/6/2017 03:28:29 pm
What we recommend is that staff check the flights of directly flying to Singapore vs the actual flight to get them there. If you can show that the actual cost is less than the direct flight, then we would allow the actual cost as conference related vs side trip as you are saving money (that and you can't be reimbursed for something you didn't spend).
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Micahel Cain
2/6/2017 04:09:43 pm
Can I submit reimbursement request for "conference related" costs then request that extra from escrow account be transferred before the conference so i can use it for my side trip?
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Sheldon Jantz
2/7/2017 07:58:40 am
unfortunately, I cannot approve such a process. The policy for escrow simply states that escrow funds may only be used for National Conference. If you were to submit ALL expenses and then make a request for the transfer, it would then be submitted to the Exec Office as an exception to policy. If they approve the exception, then we would be able to transfer the funds; otherwise they would not be available until sometime in Aug.
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Kerry Sinclair
3/7/2017 11:16:24 pm
Sheldon, in previous trips to China we've learned that domestic tickets can be purchased more cheaply by our returnees after we get there. But since they usually do it by means of an app, we don't have a receipt. Are we better off to just buy the tickets ourselves from here?
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SHELDON JANTZ
3/8/2017 09:51:34 am
Yes, it would be better to arrange these flights yourself. As you know, the IRS and auditors do require a receipt for all expenses over $75. If there is not a way to obtain a receipt when using an app, we would not be able to reimburse and remain compliant with the IRS.
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AuthorSheldon Jantz, Senior Accountant with ISI. I have been doing accounting with ISI for 20 years. Archives
December 2018
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