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.