Last update: 6/4/2008

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Expense Form for Board Expenses (pdf)

Work Request: Commission to PSWD Office (pdf)

 Phone /Postage Log for Reimbursement (pdf)

 2008 Budget & line names (pdf)

 2007 IRS Mileage (new window)
 2008 IRS Mileage (new window)

 Car Rental (10/8/07)

"Professional Growth Scholarship" and / or "Individual Request for Assistance"

Procedure to request a check for reimbursement or commission / committee expense:
(be sure and read the guidelines on the back/bottom of the voucher) Voucher highlights:

  1. For the sake of economy, transportation should be by auto, in car pools where possible. If you travel alone, then whichever is less, shall be paid
    • Air fare + trans to airport: Barring special circumstances, maximum reimbursement will be limited to the 21 day advance fare. Special circumstances will be confidentially determined by District Executive or Board Chair.
    • Car rental + gas (no extra insurance) Be careful about renting cars with "debit/credit" cards. Unexpected holds can "un-balance" your checking account.
    • Mileage of your car @ IRS rate (often costs the most on long trips)
  2. Ask for a host family. The basic cost of food and lodging are allowed when needed and not provided by our hosts. Special "out of the pocket" expenses may be reimbursed upon recommendation of the District Executive Minister and the Treasurer.
  3. Travel expenses will only be reimbursed for travel within the PSWD.
  4. Staff and sub-committee travel to Board meetings will be reimbursed when the travel is at the request of the Board or one of its commissions.
  5. Frequent flier miles from PSWD reimbursed travel should be used for district travel.
  6. Please itemize your expenses on the voucher by project, commission, committee, type (phone/mail/ food...) so that the expenses can be deducted from the proper account.
  7. Donating Back to PSWD:
    1. Submit your reimbursement form. This will help our budget process for the next year, as many cannot afford to donate their travel.
    2. After receiving your reimbursement check, you are welcome to send us a donation check of your own. These donations go to the PSWD general budget, not the travel line item.

Financial & Property Manager

Travel Reimbursement:

  1. Board Meeting Travel: Attach receipts to voucher form. Write in your mileage and put a "circle" in the amount column, where the Financial Manager will calculate the amount. The Board Chair will approve the voucher at the PSWD office.
  2. Other Travel (Committee / Commission  / Program Committee meeting or work): same as Board Travel except send the voucher and receipts to your chair for approval. The chair will then send it to the PSWD office. Describe and date the task, and list the PSWD Budget line (e.g.. Ministry H.1.c. Pastor/Spouse Retreat) to charge.
    • Expense reports for chair persons will be referred to the Board Chair or District Executive Minister for approval.
  3. Nominees to the boards of Hillcrest, Camp La Verne & University of La Verne:
    • Note 1: The Distist does not reimburse your expenses.
    • Note 2: Your institution may have their own reimbursement policies.
  4. District Conference is a meeting of Church Delegates. District Board members are encouraged (not required) to attend. If you are not able to attend, you will still be assigned to a Commission at the reorganization of the Board. Here are some ideas for help with the costs:
    • See if your church helps members attend.
    • Ask if you can be one of your church's delegates. Churches usually help pay expenses for their delegates.
    • Your pastor can contact the District Office asking for a "Participation Grant" because the church is not financially able to help their members attend District Conference.
    • Note 1: District Board members are not reimbursed for their District Conference Expenses.
    • Note 2: District Board members are reimbursed for expenses to the four quarterly meetings (Dec., Jan., Apr, Aug.)

Commission Work:

  1. Phone / Postage Expense: Keep a log on the phone/postage form, copy the amounts from your phone bill. Send the log and receipts to your chair for approval. The chair will then send it to the PSWD office.
    • Expense reports for chair persons will be referred to the Board Chair for approval.
  2. Special Mailing or other work done at District Office: Call the district office to see if your project can be done in the office. If so, fill out the work request form and send it to your chair for approval. The chair will then send it to the PSWD office. The cost of the work will be charged against your budget. Describe and date the task, and list the PSWD Budget line (e.g.. Ministry H.1.c. Pastor/Spouse Retreat) to charge.

Scholarships / Training Reimbursement: Commissions have line items to cover training, scholarships, tuition help, etc.

Reporting of Expenses to Commission Chairs:

  1. Keep a running total of expenses as you approve them during the quarter. Then you will always know the approximate amount left in your budget.
  2. As the new accounting system is set up, quarterly summaries of commission expense detail will be available.
Car Rental Directions: 10/8/07

"Our insurance policy for the District has liability coverage as follows which pertains to the use of rented vehicles being used for district activities:

'Rental auto contractual liability - provides $1,000,000 liability with $100,000 physical damage aggregate for physical damage to the rented vehicles (with a $250 deductible.) Coverage is incidental, meaning that it provides coverage for the occasional rented vehicle used on behalf of the District.'

Thus, when renting a vehicle to perform a function on behalf of the district, there is no need to purchase insurance coverage. The district would cover any "deductible." Thus, we will will not be able to give any reimbursement for insurance charges for rental of a vehicle as it is already paid for in our District insurance premiums.

Liability insurance for use of personal vehicles, when 'used on behalf of and with the permission of the District' (according to the insurance companies' information) is also covered for the any amount in excess of personal insurance already in affect." No collision insurance is provided but may be considered for recompense by the District -- again, on that portion not covered any personal insurance carried.

Please call me if you have any questions that hopefully I can answer."

Carl Beckwith, Financial & Property Manager
FPM@pswdcob.org

There seems to be some uncertainty with several on procedures for requesting a check (reimbursement for travel, scholarship awards, etc.).

We'll be following the procedure as pretty much established over the years with perhaps a little refining as the auditors (& insurance company) are requesting we establish firmer procedures.

We are asking Committee & Commission Chair persons to approve (as much as possible) all expenditures related to the portion of the budget which comes under their committee/commission.

Since it is not always convenient to obtain that particular authorization, I think the Stewards would find it acceptable for any chair to delegate authority to another within their group.   Please send us a note in writing to tell us who might be authorized.

Even though it may have been approved by a minute, it is our hope that we can keep each chair responsible/informed of each expenditure.  Thus, as for example traveling expense, any member should submit their request to the chair who would then approve with noted budget account line to be charged and refer it on to the district office for payment.   Those can be directed to me once approved.   Normally I won't be involved until this part of the procedure.  I process the checks and then Larry, the Treasurer, or another of the signers will sign.

Ideally, if it is reasonable, it would be best if each request for reimbursement or a bill be accompanied by the Expense Reimbursement Form.  The chair would be responsible to sign that request.  Responsibility and authority go hand in hand.

Expense Reimbursement Forms are available from the PSWD web site and downloaded.   They are available by request from the district office.  Joe usually has them available at board meetings.

If the form is not readily available, an e-mail request from the chair will be honored. Otherwise, a signed written note will be acceptable.

  THE CHAIR IS RESPONSIBLE TO NOTE THE BUDGET ACCOUNT TO BE CHARGED.  ALSO, PLEASE BE SURE YOU HAVE A COMPLETE MAILING ADDRESS IF YOU WISH US TO MAIL THE CHECKS.

  Basically the same procedure may be followed if there are to be transfers from one account to another.

  I will need considerable time to get it all organized as we are changing to an updated version of the accounting program and moving all over to a newer p.c.  Also, in the process, the whole chart of accounts will be revamped to try to identify as closely as possible to the budget accounts.   There are many other demands on my "part" time related to property matters, etc. that are also requiring a lot of time.

  So, I won't make any rash promises but as soon as possible, I'll try to get on board enough so that I can give each commission a quarterly report of their accounts.

  Respectfully,

Financial & Property Manager