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Requesting Per Diem for the weeks during LT can be helpful to offset higher grocery and meal costs you may incur while serving in a ministry location that is not your home. Because you are away from home, you don't have the same conveniences available to you , that you are accustomed to, for cooking and meal planning, etc.
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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
pull a blank Per Diem form found on the GCM Template Gallery, on Google Drive. You will need your GCM email address and password to log into Google Drive. This is similar process to pulling a blank reimbursement form within Google Drive (detailed instructions and tutorial video are found on StaffNet). The Per Diem daily rates have changed for 2015, so an older Excel form may not have updated information.
As the Per Diem form instructs, please be sure to obtain supervisor approval for your Per Diem forms when you submit for reimbursement.
Fortunately, no receipts are needed for requesting Per Diem. Per Diem is a daily rate, or allowance, to cover your meals.
Lastly, remember that only one Per Diem form is submitted for one month. As an example, submit a May form for days at LT in May. Submit a different June form for the days you are at LT in June, and so on. You may 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. time, and even ahead of time (a month in advance) however, please do not submit any earlier than 30 days in advance. Example: Submit May, June, and July Per Diems on 6/30/15, for payment on 7/20/15. Because we won't pay these until 7/20, we can accept the July Per Diem as early as 6/30/15.
What can be Reimbursed During My Time at 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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Missionaries can reimburse (on a normal reimbursement form) travel to and from the GCM summer program
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(as long as the location of the program is over 100 miles from where you live
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). These travel expenses could include a flight out to LT, mileage to LT that is over 100 miles one-way, travel meals along the way, tolls, etc.
Also reimbursable are typical MTD ministry purchases… Stamps, envelopes, prayer letter printing, donor meals, etc. Some examples with ministry purposes are listed below.
Items that can not be reimbursed to missionaries after arriving at the GCM Summer Program include:
- Meals throughout the day (remember, those are covered by Per Diem!)
- Mileage around town that is less than 100 miles one-way (remember, that is covered by your Ministry Expense Bonus!)
Examples with Ministry Purposes:
| Mileage |
- Normal MTD purchases… stamps, envelopes, books, etc. made throughout the summer may be submitted as a normal receipt reimbursement through GCM.
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| Driving to and from LT: | Driving out to Colorado LT in Estes Park, CO to serve in my role as main worship leader for the summer program. This is my mileage for intially going out to LT. |
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Driving out to Colorado LT in Estes Park, CO, to serve as my role in set-up team. I have to drive back and forth between the LT location and my home three times to help set-up the event including housing logistics and stage/music set-up. | |
| Travel Meals driving to and from LT: | Driving from my home to Colorado LT, dinner stop along the way. This lists my cost of food for this dinner. The portion that was for my spouse and kids, is listed in the Taxable section. |
| MTD Meal while at LT location: | Met with John Smith, a current donor, while at my LT location in Colorado. I updated him on my campus ministry, along with how LT is going here in Colorado. I got to update him on what activities we are doing at LT. |
| Supplies for LT (asked to purchase by Director): | Purchased flashlights, as requested by my Colorado LT Director, for part of a team-building and encouraging game we played at night with the participants. |
