[Your Church Name] Mileage Reimbursement Policy

Purpose

The purpose of this Mileage Reimbursement Policy is to establish guidelines and procedures for the reimbursement of mileage expenses incurred by members, staff, and volunteers of [Your Church Name] while conducting church-related activities. This policy is designed to ensure fair and consistent reimbursement while maintaining the financial integrity of the church.

Policy

Eligibility

  1. Employees and Volunteers: All employees, volunteers, and authorized representatives of [Your Church Name] are eligible for mileage reimbursement when they use their personal vehicles for church-related activities.

  2. Members: Members of [Your Church Name] may also be eligible for mileage reimbursement if they are participating in officially approved and authorized church-related activities.

Definitions

  1. Church-Related Activities: Church-related activities include but are not limited to attending worship services, meetings, conferences, events, pastoral visits, and any other activities that are officially authorized by the church.

  2. Mileage: Mileage refers to the total number of miles driven by an individual while using their personal vehicle for church-related activities.

Reimbursement Rates

  1. Standard Rate: The standard mileage reimbursement rate will be determined by [Your Church Name] and may be reviewed periodically. As of [Date], the standard rate is [Rate per mile]. This rate is intended to cover fuel, maintenance, and other vehicle-related expenses.

  2. Special Rates: In some cases, special mileage reimbursement rates may be established for specific church-related activities or projects. These special rates will be communicated to the individuals involved before the activity.

Submission of Mileage Expenses

  1. Expense Reports: To be eligible for mileage reimbursement, individuals must submit an expense report to the [Designated Contact] within [Timeframe, e.g., 30 days] of incurring the mileage expenses. Expense reports should be filled out accurately and completely, including the date, destination, purpose of the trip, and the number of miles driven.

  2. Supporting Documentation: In addition to the expense report, individuals must attach supporting documentation, such as receipts for tolls or parking fees, if applicable.

Approval Process

  1. Review and Approval: The expense report will be reviewed and approved by the [Designated Reviewer]. They will ensure that the expenses are eligible for reimbursement and that all documentation is provided.

  2. Payment: Once the expense report is approved, reimbursement will be processed as soon as possible, typically within [Timeframe, e.g., 14 days]. Reimbursement may be provided via check or direct deposit, as preferred by the individual.

Mileage Tracking

  1. Recordkeeping: Individuals are responsible for maintaining accurate records of their mileage, including starting and ending odometer readings for each trip. These records should be kept for a minimum of [Timeframe, e.g., 1 year] in case of audit or verification.

Non-Reimbursable Mileage

  1. Personal Mileage: Mileage expenses related to personal errands or non-church activities will not be reimbursed.

  2. Public Transportation: Expenses for public transportation, such as bus or train tickets, will not be reimbursed unless pre-authorized by [Designated Authority].

Compliance

  1. Auditing: [Your Church Name] reserves the right to audit mileage reimbursement claims to ensure compliance with this policy. Falsification of mileage expenses may result in disciplinary actions.

  2. Changes to Policy: [Your Church Name] may update or modify this policy as needed. Any changes will be communicated to all affected individuals.

Conclusion

This Mileage Reimbursement Policy is intended to facilitate the fair and consistent reimbursement of mileage expenses incurred by members, staff, and volunteers while conducting church-related activities. All individuals seeking reimbursement should adhere to the guidelines outlined in this policy. If you have any questions or require further clarification, please contact [Designated Contact].

This policy is effective as of [Effective Date].


[Your Church Name] [Your Church Address] [Designated Contact Information]

Effective Date: [Effective Date]

Review Date: [Review Date] (This policy will be reviewed periodically and updated as necessary.)


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