The following guidelines are provided to assist you in completing the Center for Congregations reimbursement form. Receipts are required for all reimbursable expenses. To receive reimbursement, the Center for Congregations must receive your expense report within fourteen (14) business days of the completion of the event.

If you have any questions, please contact Shaney Smith at ssmith@centerforcongregations.org or (812) 405-1137 Ext. 1406.  

 

       TRANSPORTATION 

1. General Rule: The Center covers travel expenses beginning and ending at the airport of departure or, if you are local, the event itself.  

2. Airfare: Airfare may not exceed economy class tickets. The Center does not reimburse the normal airfare when a frequent-flyer ticket is used. The Center does not reimburse for first-class tickets or upgrades. 

3. Airport Parking: Please park in economy lots where available. 

4. Checked Baggage: The Center will reimburse checked baggage fees up to $40 each way. 

5. Car Rentals: Please use economy-class vehicles whenever available. For car rental, the Center will reimburse gasoline expenses in addition to the cost of the vehicle. Please do not rent a car to travel to and from the airport.   

6. Mileage Reimbursement: If you use your personal vehicle to travel over fifty (50) miles each way to the airport or the event itself, mileage will be reimbursed at the standard IRS rate. Mileage expenses may not exceed the lowest available airfare between the city of departure and destination. As your receipt, please submit the URL to a map that shows your starting address, event address, and total miles traveled. The Center does not reimburse gas expenses for personal vehicle use. 

7. Taxi/Car Services: If you take a taxi to/from your nearest airport, the Center will reimburse this expense. If taking a taxi/car service from the Indianapolis Airport to/from the event, it may not exceed $60 each way without approval.  

 

       LODGING 

1. Room Charges: Hotel room charges will be billed directly to the Center. 

2. Incidentals: In-room charges such as phone calls, movies, snacks, alcohol, and room service, as well as gift shop purchases, will not be reimbursed. 

 

       MEALS 

1. Covered Meals: During the event, the Center will provide all meals, unless otherwise indicated on the registration form. If you arrive early on the first day of the event, the Center will reimburse you for your meals if none are provided (with the exception of food delivery services, and in-room orders). Whenever group meals are provided, the Center does not reimburse for personal meals. 
2. Meal Allowances: For meals not provided by the Center, you may be reimbursed up to $80 per day, excluding tax and gratuity. We encourage you to stay as close as possible within these maximum amounts: 

• Breakfast: $15.00 
• Lunch: $25.00 
• Dinner: $40.00 

  3. Alcohol: The Center does not reimburse for alcoholic beverages and/or bar tabs. 

 

      TIPPING 

1. Meals and Taxis: The Center will reimburse gratuity for meals and taxis (with receipts) between 15-20%. 

^{The coordination program is funded by Lilly Endowment Inc. and administered by the Center for Congregations.}