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UI Expand

title	Relevant Forms

Note
Key Change to the Standard: The term Expense Submission is now used rather than simply Reimbursement when describing a submitted expense since an expense could be either a Reimbursement or an ERB or a related Advance.

Links for Applicable Expense Submission Forms

Current approved Expense Submission Request Forms are required for expense submission.
- U.S. Expense Submission Form
- International Expense Submission Form
- Project Fund Expense Submission Form
- Continuing Education Form (all costs associated with continuing education must be submitted using only this form and pre-approval is required)
- Spiritual and Ministry Planning Retreat Form (all costs associated with Spiritual and Ministry Planning Retreats must be submitted using only this form and pre-approval is required)
Expense Advances , primarily relating to large, expected travel expenditures, will be considered on a case-by-case basis.
Exception Requests are available for submission in the event of a denied Reimbursement or a late submission.
Grants are available for expenses related directly to a project fund. The full grant process involves submitting a grant request and following the Board's policy on grant reporting.
Per Diem - U.S. / Per Diem - International is available to use for travel expenses incurred during longer periods of traveling travel (5 days or more)
Support Goal- support goal submission is specific to program teams. Please reach out to the appropriate program liaison for assistance.

With each expense submitted on the relevant form there should be:

UI Expand

title	Key Components of Any Expense Submission

An explanation for each expense submitted, including:

Description of the expense
Whom the item is for:
- First and last names of the people involved
- The ministry relationship of the person(s) to the field staff. If the expense relates to five or more people, list them as a group with a specific number in the group (e.g. 12 ministry partners). Actual names are not necessary for groups of five or more people. Otherwise, the use of actual first and last names is required, if the relationship is not uniform with all members of the group.
Specific ministry purpose of the expense (be as detailed as possible). For more secure locations, please see Secure Lexicon for more details.
Cost of the item (the portion of the cost that is ministry related if not 100%)
Date of the expense (a new Reimbursement form is needed for each month in which an expense is incurred)

Itemized original receipts and other appropriate substantiating documents (if applicable) must be submitted with the form.

*P lease refer to all Reimbursement Standards below, which detail receipt information and other specific criteria.

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