Budgeting and Expenses

Policy and Guidelines

quotesArtboard 1 copy 2

Officeholders should spend Jama’at funds with extreme care. Under no circumstances should there be wastage. (April 12, 2013)



Khalifatul Masih V

Quoted from "I Solemnly Pledge"

Budgeting and Expense Guidelines for National Approved Programs

Spiritual Fitness Camps

What is Covered and How Much?


Reimbursed:

• $15 per student per day for food and related supplies

• Example: 2-day camp = $30 per student

• Only count students


Not Covered:

• Recreational activities (e.g. sports, entertainment, trips)

• Members must pay or use local Jamaat funds for recreational expenses


How to Get Reimbursed:

1. Keep clear, itemized receipts (must show seller name, date, item list, and total)

2. Submit online with actual number of student attendees (boys and girls separately)

📍 Submit at: www.spiritualfitness.us/expense


Shura Decision 2023 (Programs for Training of Youth & Parents

What is Covered and How Much?


Reimbursed:

• $10 per person for approved youth/parent training sessions

• Example: 30 attendees = $300 max reimbursement


How to Get Reimbursed:

1. Host the event and keep itemized receipts

2. Submit final claim with a short event summary and number of youth/parents who attended

📍 Submit at: www.spiritualfitness.us/expense


Note: Reimbursement is based on actual cost and final attendance, not estimated amounts.

Less Engaged Members Project

What is Covered and How Much?


Reimbursed:

• $10 per disengaged member who attends

• Example: 26 disengaged attendees = $260


Examples of Covered Events:

• BBQs, gifts, picnics, sports, masjid playgrounds


How to Get Reimbursed:

1. Run the event and keep itemized receipts

2. Submit claim with a brief report and number of disengaged members who attended

📍 Submit at: www.spiritualfitness.us/expense


Note: Final amount depends on actual disengaged attendees and documented costs.


Annual Tarbiyat Secretaries Conference

What is Covered and How Much?


Reimbursed:

• Long-distance travel (air/road over 300 miles) for Tarbiyat Secretaries

• Must follow the expense cap and deadline set by NTD


How to Get Reimbursed:

1. Buy ticket early (under the cap, before deadline)

2. Submit receipt with flight details and fare

📍 Submit at: www.spiritualfitness.us/expense

3. Reimbursement check will be provided in person at the conference


Appendix

Travel expense policy of National Tarbiyat Department (2023)

If you will be flying to the Detroit area for the annual National Tarbiyat Department meeting, your air-fare will be reimbursed 100% from National Tarbiyat Department (“NTD”). Air travel reservations should be made as far in advance as possible in order to take advantage of reduced fares. However, airline tickets must be purchased no later than October 18th, 2023. Tickets purchased after October 18th, 2023 require pre-approval by NTD. Please only book your air-ticket for Detroit Metropolitan Airport (“DTW”). NTD will reimburse or pay only the cost of the lowest coach class fare from the airport nearest to the individual’s home to DTW, except when an alternate airport was used to lower the total travel expense including factoring in the cost of ground transportation from that alternate airport to the Detroit metropolitan area or meeting venue. 


Important: If your home (local jamaat) is within a 300 mile driving distance from the NTD meeting venue, you are advised to drive to the meeting and will not be reimbursed for air travel. Travel insurance, overnight parking, seat upgrade and/or baggage costs will not be reimbursed. Cost of any COVID-19 test or screening will not be reimbursed even if it is a requirement for travel and/or required by the airline/transportation company.

Members may accept and retain frequent flyer miles and compensation for denied boarding for their personal use. Individuals may not deliberately patronize a single airline to accumulate frequent flyer miles if less expensive comparable tickets are available on another airline.

Airline Fares:

Airline Fares:

• Jama’ats including and east of Houston-Chicago:  Maximum allowed $250.00

• Jama’ats west of Houston-Chicago: Maximum allowed $400.00

Ticket over the above stated limits must be pre-approved by NTD.

Note: Please book early. Currently, tickets from the West Coast to DTW, for example, are less than $350 return, and tickets from Washington/New York area are less than $250 return.


Please also note: If your home (place of origin) is within a 300 mile driving distance from the NTD meeting venue, you will not be reimbursed for your air ticket and are advised to drive to the meeting. Any exceptions to this must be pre-approved by NTD.   


In an emergency situation, travel can be cancelled. NTD should be notified immediately and every effort should be made to obtain credit for any airline ticket purchased for the trip. Reimbursement for unused ticked will be considered only in emergency situations and approval by NTD is required.

Accommodation will be arranged at local mosque or at local members’ house/apartment. Stay in hotel will not be reimbursed.

Members are not reimbursed for any cost of meals (including tips).

Item Link

Out of town meals

Transportation will be provided to and from the DTW airport.

(a) Personal Cars: Members may request compensation for use of their personal cars when used for more than 300 miles from the place of residence. Mileage reimbursement rate is 20 cents per mile for use of an automobile. In the case of individuals using their personal cars to take a trip that would normally be made by air, e.g., Baltimore, MD to Detroit, mileage will be allowed at the currently approved rate; however, the total mileage reimbursement will not exceed the lowest available coach airfare.

(b) Rental Car or Taxi: No reimbursement will be issued for rental cars or use of taxi.

(c) Toll Charges: Toll expenses incurred by members traveling from East of Chicago will be reimbursed.

(d) Other Ground Transportation: All other ground transport expense, not mentioned above, including parking tickets, fines, car washes, valet service, etc., are the responsibility of the member and will not be reimbursed.


Description Title

Members can request reimbursement for expenses that are incurred to carry out duties/responsibilities delegated by National Tarbiyat Department. Examples of such expenses are: phone/fax charges, postage, stationary (paper, envelopes etc.), purchase of books etc.  Approval must be obtained from National Tarbiyat Department before incurring any such expense.

Description Title

Unless prior approval is given by National Tarbiyat Department, all expenses not clearly stated above are not eligible for reimbursement. These ineligible expenses include travel insurance, business or first class travel or upgrades, Covid-19 and other health-related tests, etc.