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Travel and Lodging Policy

TGA will provide reimbursement to individuals representing the Assembly for TGA-sanctioned travel expenses.

This policy applies to non-employees who travel on behalf of TGA such as: Board of Ministry members, recognized committees and teams appointed by the Board of Ministry, etc.  Travel of the Regional Pastor Overseer and other paid staff will be covered by their travel budget(s) as approved by the General Assembly.

Recognizing that TGA ministries operated within a limited budget, the Board of Ministries attempts to be good stewards of the funds it receives.  The following guidelines have been developed for making travel arrangements.

Flights

Flights must be booked at least 21 days in advance of the meeting/event.  Every effort shall be made by the travelers to find economical airfare. All flights are to be booked in the coach section.  Any ticket over $300.00 must be cleared through the RPO or BOM Treasurer prior to purchase.  If tickets are booked less than 21 days in advance of the meeting/event, the traveler may be asked to pay the difference.

Mileage

Mileage will be reimbursed for travel directly to and from the meeting/event location from the traveler’s home.  The current mileage reimbursement rate is .30.  In order to receive reimbursement, the BOM must receive either an odometer reading with the beginning and ending mileage or a printout from an internet-based map documenting the miles.

NOTE:  The traveler will be reimbursed for whichever is less—an airline ticket or mileage. If you drive and it would have cost less to fly, you will only be reimbursed for the cost of the airline ticket.

Lodging

Lodging for meetings/events will be arranged by the RPO or BOM. 

Based on the event/meeting, persons could be asked to share a room.

Lodging en-route to the meeting is generally not approved.  Special circumstances warranting such lodging must be approved in advance by the RPO or BOM Treasurer.

If TGA is paying for the room and room tax, all incidentals will be the responsibility of the traveler.

Meals

Travelers are to eat meals provided by the meeting/event. This includes breakfasts provided by the hotel, if applicable.  Persons choosing not to eat provided meals will not be reimbursed.

When group meals are not provided, it is permissible to provide each non-employee participant with a per diem based on the GSA website minus 15% for the city in which they are meeting.  Receipts are not required for use of the per diem. 

The actual amount of allowable per diem on travel days will be based at $20 per day for meals and incidentals regardless of the travel destination.

Car Rentals

If the participant drives to the meeting/event, he/she will be reimbursement for whichever is most cost effective—a rental car or personal vehicle. 

No person under age 25 will be reimbursed for a rental car.  Rental cars must be at the mid-sized rate or smaller, unless previously approved by the RPO or BOM Treasurer.

The participant will be required to place the charges for the car rental on his/her credit card.  TGA will promptly reimburse this expense once the rental car receipt has been submitted. 

NOTE:  Extras, such as insurance or gasoline fill-up by the rental company, will not be reimbursed.

If the meeting/event provides shuttle service for its attendees, no rental car reimbursements will be paid to attendees unless required by the team responsible for the meeting/event.

Additional Notes:

1.    All travel must be preapproved by the BOM or its representative.  As a general rule, the RPO will make the travel arrangements so as to take advantage of group rates and also to find the most cost-effective arrangement.

2.    Travel methods other than driving or flying (i.e. train or bus) will be negotiated with the RPO or BOM Treasurer.

3.    No reimbursement will be given without receipts.

All receipts must be submitted to the BOM Treasurer within thirty days of travel.