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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. 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.

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

Submission Timeframe

For all Reimbursements and ERBs, requests must be received within 60 days after the end of the month in which the expense is incurred. An expense is incurred when an item is purchased or, in the case of pre-payment for travel, when the travel has actually taken place, as long as both the payment date and travel date are listed on the receipt for documentation. 

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