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UI Expand
titleRelevant 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 a Reimbursement or an Expense Recovery Bonus (ERB), and both are submitted on the same form.

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 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 through a Personal Development Plan)

Expense Advances, primarily relating to large, expected travel expenditures, will be considered on a case-by-case basis.

International Expense Allowance is available to International workers for expenses not eligible for inclusion on the International Expense Submission Form and not included in their monthly salary. The amount can be received before the expense purchase, as receipts are not used for requesting the amount.

Moving Allowance is available to U.S.-based employees incurring moving costs for moving from one ministry location to another

Exception Requests are available for submission in the event of a denied submission or to request special exceptions

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 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
titleKey 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. Actual first and last names are required if the relationship is not uniform with all group members.
  • Specific ministry purpose of the expense (be as detailed as possible). For 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.

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


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