Expense Reimbursement Policy

Version 1.0 (01-01-2024)

This Expense Reimbursement Policy outlines the guidelines for people working for the Church of Cyberology that seek reimbursement for expenses incurred while conducting official duties on behalf of the Church of Cyberology. This policy aims to ensure transparency, accountability and responsible stewardship of church resources.

1 Board members

Members of the governing board and executive board are prohibited (by statute) from seeking reimbursement for expenses incurred in the performance of their duties as board members. This prohibition applies to expenses such as travel, meal, lodging and conference fees.

The only compensation that members of the governing board and executive board can receive is a pre-approved claim for an expense of the church that has been advanced privately.

2 Employees and volunteers

Only expenses that are necessary, reasonable and directly related to the performance of official duties on behalve of the church will be eligible for reimbursement. Examples include travel, food and accomodation expenses, conference registration fees and other reasonable expenses approved in advance by the executive board.

To be eligible for reimbursement, expenses must be adequately documented with the original receipts or other supporting documentation detailing the nature, time and amount of the expense. All receipts and documents must be submitted within 2 months following the incurring of the expense.

Reimbursement requests always require pre-approval by the executive board before incurring the expense.

3 Policy review

This Expense Reimbursement Policy will be reviewed periodically to ensure that it remains current, effective, and aligned with the church’s goals and mission. Amendments or revisions to the policy may be made as necessary with approval from the governing board.