All boards and agencies are urged to consider digital meeting options; this allows both economy of travel and increased participation from across the conference. When digital connection is not possible or effective, all boards and agencies are urged to schedule meetings, as far as possible, on dates and places coinciding with other groups in order to affect economy in travel expenses. Travel Expense shall be paid to members going to official in-conference meetings (between Annual Conference Sessions) at the rate of 40¢ per mile. If the travel qualifies for the use of a rental car or a flight, but the individual chooses to drive their own personal vehicle, they may do so. However, the cost of the least expensive alternative (personal car, rental car, airline ticket) will be the maximum amount that will be allowed to be reimbursed. The allowance for meals shall be $3.00 for breakfast; $7.00 each for lunch and dinner necessitated by the meetings. Reimbursement of 100% of lodging expenses necessitated by meetings at contracted hotels through the Annual Conference will be made for those who request reimbursement and who live more than 60 miles away from the meeting place. Those who choose to stay elsewhere will be reimbursed at the lowest contracted rate. The Conference meeting organizer will provide contracted hotel information to participants. Original lodging receipts must accompany the Disbursement Request. These allowances are not to cover full cost at all times, simply to assist in the additional expense of attending meetings.
Childcare expenses per meeting day not to exceed $30.00 for the first child, not to exceed $20.00 for each additional child, shall be allowed and included in the meeting expense of the board or agency.
Travel for duly elected delegates or representatives of the Conference to meetings of other organizations or connectional agencies shall be paid as stated above. However, actual air travel, lodging, and other expenses may be paid if funds are available from the board or agency concerned.
When it is necessary to fly to a meeting, flight must be booked at least 14 days prior to the meeting. If flights are not booked 14 days prior to the meeting, the member booking the flight must pay the difference in the cost of the flight. This does not apply in the rare instances when the meeting is an emergency meeting that is not announced prior to 14 days.
Each local church is encouraged to undergird the meal, transportation, and lodging expenses of Annual Conference members in attending Annual Conference by adding a minimum of $100 to the church budget for each lay and clergy delegate. The district superintendents are asked to encourage such support at each Charge Conference.