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Per Diem and Reimbursements for Your Time at LT
GCM staff reimbursements during summer programs that are not related to summer program specific expenses are not reimbursed by petty cash.
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Why Per Diem?
Per Diem is the required method to be used for reimbursing meals for anyone only way to reimburse meals while serving in a ministry role at a GCM summer program, for 10 days 2 weeks or more. You may not submit a reimbursement form itemizing your meals during those two weeks or longer; you must submit a Per Diem form to cover the cost of those meals.
Requesting Per Diem for the weeks during LT (If you participate in a meal plan in which you do not pay for meals during the summer program, please refrain from using Per Diem or only request Per Diem for meals you will be paying for out of pocket). Although requesting Per Diem is optional it can be helpful to offset higher grocery and meal costs staff you may incur while serving in a ministry location that is not your home, and therefore doesn’t . Because you are away from home, you don't have the same conveniences’ conveniences available to you, that you are accustomed to, for cooking and meal planning, etc.
If you participate in a meal plan in which you do not pay for some meals during the summer program, please only request Per Diem for meals you will be paying for out of pocket. Because the Colorado LT Trash-n-Tray participants have some meals provided for them by the YMCA, they have an automatic $10 reduction in their daily rate.
*Note: Meals during which you actively minister to someone or MTD meals with donors that occur during the summer program can be reimbursed even if you are receiving Per Diem, as long as they are kept to a reasonable frequency and amount (see Reimbursement section below).
Submitting Your Per Diem Forms
Please have your GCM staff members download the most recent Per Diem forms from GCM staffnet that explain Per Diem. Make sure they fill out the appropriate Per Diem form (Directors, there is a separate Per Diem form for you to fill out) and send to GCM after obtaining
supervisor approval.
no receipts are nneded for per diem daily rate
We suggest dividing the Per Diem request into monthly installments to reimburse rather than one lump sum for the summer. Staff may submit multiple months of Per Diem forms at one time. Dividing it up into months will help staff avoid having one large reimbursement sitting in the GCM account they are responsible for waiting for enough money to be raised to cover it. Even if staff believe they will not have adequate funds in their account to reimburse Per Diem, staff should still consider filing it out and submitting the form in case they receive an unexpected special gift, etc.
What can be Reimbursed During LT?
- AFTER arriving at a GCM summer program, staff CAN NOT reimburse staff (this includes interns) meals, mileage around town (less than 100 miles each way), etc. with GCM, as a normal receipt reimbursement through GCM…these expenses are covered by Per Diem and/or ME bonus, which means you will not be able to reimburse these expenses like normal reimbursement.
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