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  10. SECTION 5: Expense Claims

SECTION 5: Expense Claims

Expense Claims Guideline

Expense Claims that don’t follow these guidelines will not be reimbursed.

  • Submit claims with receipts within 60 days.
  • The Treasurer approves all reimbursements.
  • Claims over $10,000 must be pre-approved in writing by the BoD or Bod Finance Liason.
  • Claims over the agreed budget must be pre-approved in writing by the BoD or BoD Finance Liason.

Pre-approval Steps

  1. Discuss the expense with the Executive Pastor and obtain his support.
  2. If over the agreed budget, check with Finance to ensure there are enough funds.
  3. Email the Board to explain the expense:
    1. To: [email protected] (Board Finance Liaison)Cc: [email protected] (Executive Pastor), [email protected] (Treasurer)
    2. Content:
      1. What is the need, and why do you need it? Clearly define the purpose and necessity.
      2. What alternatives exist, and why is this the best option? Explore other possibilities and justify why this choice stands out.
      3. Is this within budget?
      4. Has this been discussed with the Executive Pastor and Treasurer?
      5. When is approval needed by?

Ground Transportation

You can claim expenses for ministry-related travel (taxis, Ubers, public transport). Choose the most efficient/cost-effective option. Car rentals are allowed if public transport isn’t available and can be claimed for one day before and after your duty.

Air Transportation

Employees should choose the cheapest flights with the shortest travel time. Airline preference or mileage points should not be a priority.

Long Haul Flights (8+ hours)

  1. Employees aged 50+ can book premium economy.
  2. Guest Speakers aged 50+ can book premium economy.
  3. Guest Speakers aged 70+ can book Business class.

Accommodation

Employees can stay in 4-star hotels or equivalent for ministry-related trips. Claims can be made for up to one day before and after official duties.

Meals

Meals for ministry purposes can be claimed with receipts and participant details.

Ministry Travels by Invitation

If invited by an organization or individual, they should cover all expenses. Employees should inform them of this policy. Uncovered expenses can be claimed as per usual guidelines.

Phone Bills

  • Local phone bills are covered up to $100 per month.
  • International phone charges (SIM cards, roaming) can be claimed if work related. They should pick the most cost-effective plans.

Gifts

You can give gifts worth up to HKD 1,000 to employees, guest speakers, church members, or ministry partners as a token of appreciation. Requires written request and approval from your supervisor.

Entertainment

You can provide reasonable entertainment for guest speakers. Claim up to HKD 300 per person per day for guest speakers, employees, and their spouses, provided that the cumulative cost of such entertainment will not cause the trip or event to exceed the pre-approved budget.