Expense reimbursement to a Mission

We have a missionary whose phone did not work when she got out to the mission, so the Mission purchased a new phone for her and needs it reimbursed from her local Ward. We were looking at doing that from her Mission account, but I cannot find any way to expense from a Mission account. There is the transfer option, but transferring only works to other mission accounts or the general mission fund.

Any ideas?

How is it being expensed to the ward? You might see if you can send it direct to the parents.

Since this is a phone for this particular missionary, it's entirely possible it won't be a chartable donation. At least not the same way as the normal missionary equalized payments work.

snickny wrote: Mon Mar 20, 2023 4:41 pm We were looking at doing that from her Mission account, but I cannot find any way to expense from a Mission account. There is the transfer option, but transferring only works to other mission accounts or the general mission fund.

As far as I know, there is no way that you can write a check from the ward missionary funds and as you've seen the only transfer options are to the ward missionary funds in other wards within the stake (although the stake can make transfers to other stakes and wards but still only to the ward missionary fund). And, as russelhltn said, a phone expense is probably not considered a tax deductible donation so paying from the ward missionary fund is probably not correct anyway.

You could write a check from budget and send it but the Handbook says that budget funds are not to be used for missionary expenses (Handbook section 24.3.4.1).

If parents are paying, then it's probably best to just have them send a check directly.

If the ward needs to pay, I don't know how you can do it. I think you will probably need to contact the Global Service Department for guidance.

There is some lacking information to make a proper determination as to sourcing the funds. Some of those sources have been mentioned. Without knowing the financial situation for the missionary and/or the missionary's family there could be another source. If the bishop feels it is necessary, the expense could be processed as fast offering assistance. But to pay for the phone the ward would need a receipt or invoice. The check can then be sent to the mission office.

Looking at General Handbook 24.3.4, I don't think Budget or Fast Offering is an option.

Perhaps a call to the mission president is in order. I'm not sure what he expects other than to have the bishop present the expense to the family. This is essentially a "mission prep" expense (same as buying appropriate clothing).

It might also be worth discussing with the mission. I wonder if the problem was the phone was locked to a provider and couldn't be changed to the mission standard, or some other fixable issue. At one time the mission would provide the device if the missionary didn't have one, but they'd have to surrender it when they went home. I wonder if that changed.

russellhltn wrote: Mon Mar 20, 2023 10:26 pm Looking at General Handbook 24.3.4, I don't think Budget or Fast Offering is an option.

Perhaps a call to the mission president is in order.

I would not call the mission president. He has used temporary mission funds to provide the phone and the mission needs to be reimbursed. I am sure the technology specialist has already done all he can to make the phone work. Ideally, the mission or missionary has sent the phone home to the parents and they might be able to use it or return it.

The missionary or parents would normally be expected to pay this expense and would usually send a check directly to the mission. The ward does not really have a way to do so. The GH paragraph russellhltn cited suggests that if the family does not have the resources then other family or friends might be asked for help.

Ultimately, if family finances are truly an issue and others are not able to assist, the bishop might exercise his option to assist the family directly in other ways so that the family will then have the funds to reimburse the mission. He cannot send a Fast Offering check to the mission. If so inspired, he would need to assist the family directly. I believe it would be a rare occasion when a bishop would need to use this approach since there are many other options available.

Apparently she did bring a phone with her, but It was bought on the internet and was manufactured for use in a different country and would not here in the USA. So the Mission President deemed there was a financial need and authorized the mission to purchase the phone and to ask the home ward to reimburse them. I'll talk more with my Bishop about it.

This assuredly isn't a one-off situation, I'm certain this happens occasionally where a Mission purchases a new phone for a newly-arrived missionary and needs reimbursement. It seems like the Church should have a standard policy for processing these expenses, even if it's not published anywhere. It would be helpful for local families and Bishops to be able to reference to know what the process would be, if their missionary arrives in the field and discovers their phone doesn't meet the specs. Not sure who the right contact would be to query this, perhaps asking the Bishop to bring this up with the Stake President for counsel.