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Per Diem and Reimbursements for Your Time at LT
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Why Per Diem?
Per Diem is the only way to reimburse meals while serving in a ministry role at a GCM summer program, for 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.
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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 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.
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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 submit multiple months of Per Diem forms at one 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?
Missionaries can reimburse (on a normal reimbursement form) travel to and from the GCM summer program (as long as the location of the program is over 100 miles from where you live). 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.
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- 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 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. 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. |
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