Expenses

  • You must read Conference and Urban Program Accounting Procedures for complete details. 
  • Keep detailed records and receipts for all expenses. You need to give a full accounting for all expenditures and any locally received income. You will use the Urban Program Expense and Advance Report to track all expenses (unless paid for by Pcard or check request), including those paid by advance money. 
  • Be familiar with what can and cannot be considered legitimate program expenses.  
    • For example, the cost associated with children accompanying you on the program is always a personal expense and cannot be reimbursed. 
    • Unless a spouse carries significant program responsibilities, their program expense cannot be reimbursed either.  

Other Expenses

Purchasing cards (Pcards) should be used whenever possible for all Urban Program expenses.

Per Diem

Sometimes cash on-hand is needed for minor incidentals and “Per Diem” (cash to participants for lunch and bus fares) expenses.

Honoraria

Honoraria can be given to speakers or partnering organizations for their services to the program.

Gifts

There is a $500 limit on gifts to partnering organizations for each program. This means that the maximum amount of money a summer program, spring break plunge or other program can give as a gift over the course of their program is $500. 

Advances

You may request an advance on a traditional expense report. Request funds well in advance of when they will be needed.

Urban Program Checklist