ARTICLE SUMMARY
Below is a list of the Mosaic & Tiles with examples of some of the expenses associated with each Tile.
All COVID-19 Pandemic related expenses are to be charged to Allocation/Cost Centre
30114
TILE DIAGRAMS & EXPLANATIONS
- Computer Hardware: Generally used only by IT
- Copies / Printing: Includes purchase of paper, toner & ink replacement
- Furniture and Fixtures: Examples of expenses to be charged here are chairs, desks, etc.
- Minor equipment (less than $1000): Computer chargers, adding machines/calculators, USB, Mouse, cables, computer cameras, etc.
- Kitchen Supplies: Generally, used by the Convenor of Hospitality and Regional Administrator where needed.
- Office Supplies: Your general consumables, e.g., pens, pencils, labels, erasers, etc.
- Postage: Stamps. All postage related expenses are to be charged to Allocation/Cost Centre 45125.
- Production Equipment: Generally used by the Communications Unit
- Software: Generally used by IT
- Art & Design: Generally used by the Communications Unit
- Distribution/Freight and Shipping: UCRD (United Church Resource Distribution) only
- Material Set Props: Communications Unit
- Material Videos: Communications Unit
- Promotion: Any type of advertising, for example a half page in Broadview, and marketing for UCRD
- Web hosting is a service that provides Web users with online systems for storing information, images, video, or any content accessible via internet. Examples would be Zoom, DocuSign etc.
- Web Resource is any item you find online that you can watch, read, listen to, or interact with, such as videos, fact sheets and online quizzes. Examples are Dropbox, Survey Monkey, Formstack etc.
- Permission/Copyright: Licensing and copyright permission
- Registration & Software Licensing: Generally used by IT
- Professional Membership Dues: Examples are HR association membership, Legal Counsel association membership, etc.
- Immunization/Visa Fees: Travel on behalf of the work for both staff and elected members.
- Books/ Publication: related to continuing education and or area of study.
- Conference /Seminar: Must relate to continuing education and re-approved by HR
- Subscription: any GCO/UCC paid subscription – examples are Christian Century, Giving magazine, Pacific School of Religion, Theological Education Journal, Sojourners, The Other Side etc.
- Training Education/ Tuition Reimbursement: Must be pre-approved through HR
- Corporate Card Points Redemption: To be used by UCC corporate credit card holders who redeem points
- Childcare: A person may claim the cost of care arrangements for a family member or other significant person when traveling on church business. Pre-approval required through Member Engagement.
- Donations: Only used when you are donating all or part of travel expenses to the church. This applies to Out-of-Pocket expense only
- Hospitality: To be used when submitting for reimbursement for the purchase of a gift for a billet host. Hospitality Rate $25.00 per night to a maximum of $100.00 per meeting for your host for home stays
- Miscellaneous other: Only to be used for miscellaneous expenses that do not have a corresponding Tile (drop-down box).
- Pulpit Supply: Generally used by elected ministry personnel attending meetings on Sundays. $216 daily rate – for a full working day, or any portion thereof. This rate is not linked to any specific number of hours served. In addition, applicable travel, and incidental expenses (e.g., meal costs) are reimbursable up to a maximum of $50.00 with receipts or mileage claims.
- To be used only by HR
- Cash Advance Request: Must be submitted at least 2 weeks prior to travel/meeting
- Cash Advance Return: Reconciliation to be completed no later than a month after travel/meeting
- Professional Fee: This mosaic is to be used when submitting a fee for service expenses.
- Global /Ecumenical Gifts: to be used when submitting an expense for gift(s) purchased for visiting partners or when one is visiting a partner.
- Gifts to staff: Used by HR for flowers, get well or sympathy gifts . Also, to be used when a gift/gift card is purchased for a staff colleague to celebrate years of service, retirement etc.
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