Staff Event Attendance & Budget Impact Policy

1. Executive Attendance at Department Events

If a department requires an Executive Team member to attend an event outside their normal responsibilities, the department is financially responsible for all associated costs, including:

Registration or tickets
Meals
Lodging
Travel
Required participation costs

Definition of “Required”

Executive attendance is considered required only when:

The executive performs a necessary operational role (e.g., speaker, driver, required chaperone).
Attendance is legally, denominationally, or contractually mandated.
The executive serves as the primary event leader.

Attendance is not required when:

The presence is symbolic, relational, or preferred.
The executive chooses to attend for visibility or support.

If attendance does not meet the “required” criteria, costs must receive advance approval through the standard budget review process.

2. Advance Planning Requirement

Departments must include anticipated executive attendance costs in their annual budget planning.

If requested after budgets are approved:

A budget amendment must be approved before commitments are made.
Requests may be declined due to budget limitations.
Failure to plan does not shift financial responsibility to the General Fund.

3. Director Attendance at Events

Directors may budget for event-related expenses (registration, meals, travel, participation costs) within their department budgets.

Approval is not automatic.
Expenses are subject to available funds and standard review.
Directors are responsible for planning and requesting these costs during annual budget development.

4. Stewardship Standard

All event-related expenses must:

Be reasonable and necessary
Follow the church’s reimbursement policy
Be properly documented
Be submitted within required timeframes

Ministry urgency does not override financial stewardship. Expenses will not be approved retroactively if prior review did not occur.