Reimbursement Policy
UUMA Reimbursement Policy for Volunteers and Presenters
Program Participants CLICK HERE
The following guidelines are intended to be used by UUMA members who are giving of their time as volunteers. The UUMA is committed to help pay for the costs of our valuable volunteers while remaining true to the budget. Committed also to working within our budget, we limit the number and scope of meetings so that all costs can be met without imposing a cost to our volunteers.
That having been said, some volunteers have multiple ways of covering these expenses. It is fine, and in fact expected, that we will split the costs for all of these expenses between congregation, and various committees and groups that we serve. Some have these expenses covered by contract, please bear that in mind. If you had a roommate, please only claim reimbursement for half of the room, etc. We are each expected to be fair and reasonable.
Lodging: Lodging cost is covered by the UUMA from the first night of the gathering through the last night, which assumes departure the morning after the gathering concludes. Sometimes a volunteer needs to come one night early in order to be present in time for the first gathering day. In this case, the UUMA will cover the cost; however, the reservation must be approved ahead of time. The UUMA will cover housekeeping gratuities of $1-$3 a day and may leave an aggregate gratuity for housekeeping staff on behalf of the all attendees. If you share a room with a ministerial colleague, please share the lodging expenses 50/50. If you share a room with a family member, please cover only the incremental cost (if any) of the room for that person.
Transportation: Travel reimbursement will be for the least expensive mode of travel cost of travel as priced one month prior to departure (whether flying, driving own car, rental car, etc). Volunteers should make best efforts to obtain the least expensive fare for a flight or other transportation, without undue inconvenience, and to use the most economical ground transportation or parking when leaving and returning home. The UUMA is able to plan travel, for assistance in booking your flight complete this form or contact travel@uuma.org. Mileage reimbursement will be given the current U.S. Internal Revenue Service rate. Mileage charges should not be greater than the average or reasonable cost of traveling by airplane or train, unless necessity dictates driving.
Ground Transportation: The Office will coordinate ground transportation with other attendees; make sure to send your flight number, flight times, etc., to travel@uuma.org in advance.
Meals and Beverages: Typically, the UUMA will pay the check for group meals. Otherwise, volunteers pay their checks and submit the cost on a completed Reimbursement Voucher, with receipts attached. The UUMA does not reimburse for or cover the cost of alcoholic beverages. Try to keep meal costs in this range: breakfast, $12; lunch, $20, dinner, $25. If you skip a meal you can spread your total per-diem rate to the other meals for the day.
Expected Practices:
Air Travel:
- When purchasing an air flight please do so at least one month before the anticipated travel.
- Please shop around to ensure you are receiving the best cost possible. It is always good to check in at least three sources. If you do not have the time to shop around we can book it for you (complete this form or contact travel@uuma.org)
- Ground Travel: If you have the choice of driving or flying to a meeting please choose the most economical method. In an age where mileage is more than $.50 /mile driving is no longer always the most economical.
- Save your receipts
- Please submit your expenses within one month of the meeting unless you request an extension for good cause.
- Keep a copy of your submitted voucher and receipts (especially important if you are mailing)
How to request reimbursement:
The primary way to submit for reimbursement is to fill out this form. If you have trouble with the form or need to speak with someone directly about your reimbursement you can reach out to Janette or Hannah.
No checks will be sent until receipts (for any charges over $10) are received in the office (by postal or e-mail)
(ver ed. 2023)
UUMA Reimbursement Policy for UUMA Program Participants
Volunteers and Presenters CLICK HERE
The following guidelines are intended to be used by those participating in UUMA sponsored Programs (ex. Ministerial Formation Network, etc.) The UUMA is committed to help pay for the costs of our participation in our programs while remaining true to the budget.
That having been said, some participants may have multiple ways of covering program expenses. It is fine, and in fact expected, that we will split the costs for all of these expenses between congregation, various committees and groups that we serve. Some have these expenses covered by contract, please bear that in mind.
Lodging: Lodging cost is covered by the UUMA from the first night of the training/retreat through the last night, which assumes departure the morning after the meeting concludes. Sometimes a participant needs to come one night early in order to be present in time for the first gathering day. In this case, the UUMA will cover the cost; however, the reservation must be approved ahead of time. UUMA will cover housekeeping gratuities of $1-$3 a day. All participants are expected to share a room with other participants in the program. Those wishing to have a single room can elect to pay the difference in cost. The UUMA will cover costs of single occupancy if required for accessibility
Transportation: Travel reimbursement will be for the least expensive mode of travel cost of travel as priced one month prior to departure (whether flying, driving own car, rental car, etc). Participants should make best efforts to obtain the least expensive fare for a flight or other transportation, without undue inconvenience, and to use the most economical ground transportation or parking when leaving and returning home. The UUMA is able to plan travel, for assistance in booking your flight complete this form or contact travel@uuma.org. Mileage reimbursement will be given the current U.S. Internal Revenue Service rate. Mileage charges should not be greater than the average or reasonable cost of traveling by airplane or train, unless necessity dictates driving. There is a cap for $450 for participant travel.
Ground Transportation: Whenever possible, the Office will coordinate ground transportation with other participants; make sure to send your flight number, flight times, etc., to travel@uuma.org in advance. Carpooling is encouraged and will be organized for local events.
Meals and Beverages: Typically, the UUMA will arrange meals or pay the check for group meals. Otherwise, participants members pay their checks and submit the cost on a completed Reimbursement Voucher, with receipts attached. The UUMA does not reimburse for or cover the cost of alcoholic beverages. Try to keep meal costs in this range: breakfast, $12; lunch, $20, dinner, $25. If you skip a meal you can spread your total per-diem rate to the other meals for the day.
Expected Practices:
- Save your receipts
- Please submit your expenses within one month of the meeting unless you request an extension for good cause.
- Keep a copy of your submitted voucher and receipts (especially important if you are mailing)
How to request reimbursement:
To request reimbursement, use this form to submit your information and receipts: REIMBURSEMENT FORM
(ver ed. 2023)