TRAVEL AND LODGING POLICIES

Purpose & Scope

The Texas Ministry of the Church of God (TXM) will provide reimbursement to individuals representing the Assembly for TXM-sanctioned travel expenses. This policy applies to Board of Ministry members, recognized committees and teams appointed by the Board of Ministry. 

 

Important: TXM will provide reimbursement for the lesser of the options noted, unless prior approval is given.

Personal Vehicle Use

When using a personal vehicle, the reimbursement is $0.58 per mile and must be relegated to TXM business use only. Mileage will be reimbursed for travel directly to and from the meeting/event location from the traveler’s home.  Personal vehicle mileage is to cover fuel, oil, toll roads, auto insurance and depreciation.  Though not initially requested, please save records so that, upon request, you can submit either an odometer reading, with the beginning and ending mileage, or a printout from an internet-based map documenting the mileage.

 

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.

Rental Car Use

When using a rental car, the rental expense and fuel will be covered. Rental cars are to be driven by individuals over age 25. Rental vehicles are to be driven only for a TXM sponsored business. Additional insurance is the personal expense of the driver.

 

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

Public Transit

When traveling by public transit (air, train, or bus), reimbursement will be given for coach fare and checked baggage as needed. 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 State Administrator 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.

SUBMIT TXM EXPENSE