Mileage Reimbursement

Mileage reimbursement is available for staff and pastors who use their personal vehicle for approved ministry-related travel. Reimbursement is calculated using the current IRS standard mileage rate.

This process ensures accurate financial reporting and proper stewardship of church resources.

Approved Mileage (What Qualifies)

Mileage may be submitted for the following:

  • Travel between campuses
  • Ministry-related errands (bank deposits, supply runs, etc.)
  • Offsite meetings or ministry events 

Non-Reimbursable Mileage (What Does NOT Qualify)

The following are not eligible for reimbursement:

  • Travel from home to primary workplace (daily commute)
  • Personal errands or mixed-purpose trips 

Submission Process

Mileage must be submitted monthly using the approved Excel form.

Requirements:

  • Submit by the 5th of each month for the previous month
  • Include:
  • Date of travel
  • Starting location and destination
  • Purpose of the trip
  • Total miles driven 

Submission Steps:

  • Complete the mileage reimbursement Excel document
  • Obtain approval from:
  • Campus Pastor or
  • Campus Administrator
  • Submit the approved form to Accounts Payable


Approval & Accountability

All submissions must be reviewed and approved prior to reimbursement. This ensures:

  • Accuracy of reporting
  • Proper use of funds
  • Accountability across campuses 

Incomplete or unapproved submissions will not be processed.

Payment

Once submitted and approved, reimbursement will be processed and deposited into the bank account on file.

Reporting Expectations

Timely submission is required to maintain accurate financial reporting.

Failure to submit mileage by the monthly deadline may result in:

  • Inaccurate financial reports
  • Delays in reimbursement 

Guardrails

  • Mileage must be accurate and not estimated
  • Submissions are subject to review and audit
  • Reimbursement is limited to ministry-related use only    

Best Practices

  • Track mileage throughout the month rather than at the end
  • Submit consistently by the deadline
  • When unsure if mileage qualifies, contact Accounts Payable

Examples (Common Scenarios)

Reimbursable Mileage

  • Driving from one campus to another for meetings or support
  • Traveling from a campus to the bank for a ministry deposit
  • Driving from a campus to purchase ministry supplies
  • Traveling from home to a hospital for a pastoral care visit that is not primary workplace
  • Driving from home to a campus that is not the primary workplace
  • Traveling from home to a required meeting or event on a scheduled day off (that is not the primary workplace

Non-Reimbursable Mileage

  • Driving from home to the primary workplace (normal commute)
  • Running personal errands before, during, or after a ministry trip
  • Any trip that combines personal and ministry use without clear separation 

Situational Guidance

  • If a trip starts from home, reimbursement is based on the ministry purpose, not convenience
  • When combining trips, only the ministry-related portion is eligible
  • When in doubt, reach out to the Accountant