Attendance & Pay Policies

Full-Time Staff (30-plus hours/week)

All staff (with the exception of Link staff) who are working full-time (30-plus hours/week) as of November 1, 2019 are required to attend Staff Conference 20 (SC20).

A fee of $435 is automatically charged on an annual basis to a staff or department budget and added to the staff conference pool. This fee will cover SC20 housing, meals and travel for field, IVP, national, and NSC staff.

Part-Time Staff (<30 hours/week)

All staff (with the exception of Link staff) who are working part-time as of November 1, 2019 are welcome but are not required to attend Staff Conference 20 (SC20).

If they choose to attend:

• Field & IVP staff will be charged $1,105. This amount will be taken out of their staff account and will cover housing, meals, and travel.
• NSC part-time staff (20-30 hours/week) will be charged $1,105 which will cover housing, meals, and travel. This amount will not be charged to a staff or department account but will be absorbed by the National Budget per the budget plan for 2019-2020. 
• NSC part-time staff (<20 hours/week) will be charged $1,105 which will cover housing, meals, and up to $450 of travel. The staff will pay part of the fee out of pocket ($600.00) and the National Budget will absorb the rest.

Official Volunteer

Official Volunteers on file with Human Resources are welcome but not required to attend Staff Conference (SC20).

• If Volunteers choose to attend, they will be charged $1,105 which will cover housing, meals, and travel.
• They may pay this amount out of pocket, through an appropriate staff or departmental budget, or a combination of both.

Link Staff

Anyone serving as a Link staff overseas is welcome but not required to attend Staff Conference (SC20).

• Link staff do not pay into the annual staff conference pool.
• They will be charged the full $1,105 for attending which will cover housing, meals, and some travel.
• They will be reimbursed up to $450 for their flight to SC20 if flying internationally. The rest of the cost of their international travel must be paid out of a staff account or out of pocket. If flying domestically, please follow the general Travel Policies.

Limited Term Employee (LTE)

Limited Term Employees are welcome but are not required to attend Staff Conference (SC20).

• Limited Term Employees do not contribute to the annual staff conference pool.
• If they attend, they will be charged $1105, which will cover housing, meals, and travel.
• They may pay this amount out of pocket, through an appropriate staff or departmental budget, or a combination of both.

Seasonal and On-Call Employee

Seasonal and On Call employees are welcome but are not required to attend Staff Conference 20 (SC20).

• Seasonal and On-Call Employees do not contribute to the annual staff conference pool.
• If they attend, they will be charged $1,105, which will cover housing, meals, and travel.
• They may pay this amount out of pocket, through an appropriate staff or departmental budget, or a combination of both.

Consultant, Contractor, or Seconded to InterVarsity

Contingent Workers who are Consultants, Contractors, or Seconded to InterVarsity from another ministry/organization/business are welcome but not required to attend Staff Conference (SC20) and may be registered on a case-by-case basis.

• The appropriate staff or department will be assigned a $1,105 charge for each contingent worker who attends. This will cover travel, housing, and meals.

Provisional Appointee (PA)

Staff who are at a provisional appointee status as of November 1, 2019 are welcome but not required to attend Staff Conference (SC20).

• The appropriate staff or department will be assigned a $1,105 charge for each provisional appointee who attends. This will cover travel, housing, and meals.

Prospective Staff

If you have any friends, family members, students, etc., who may be seriously considering employment with InterVarsity, you are welcome to invite them to attend Staff Conference 20 as a Prospective Staff. 

• The appropriate staff or department who will be hosting the prospective staff will be assigned a $1,105 charge for the prospective staff's attendance, which covers their travel, housing, and meals.

Non-Staff Spouse Attending as Participant

Non-staff spouses of staff are invited to Staff Conference (SC20) as official participants. 

• Spouses of Field, IVP and National Staff:
  • The costs for attending will be $1,105, which covers travel (which can be reimbursed), housing, and meals.
  • This fee of $1,105 may be paid out of pocket, from a personal staff account, from an area or regional account (with supervisor approval), or a combination thereof.
  • If the fees are paid by an InterVarsity account of any type, taxable income will be reported to Accounting for the actual value of their expenses (housing, meals, and travel). Tax on this amount will be withheld from the employed staff’s paycheck.
  • If the fees are paid out of pocket, taxable income on the value of their expenses will be calculated. If this amount is greater than the $1,105 that they paid, then only the amount above $1,105 will be reported. The tax on that amount will be withheld from the employed staff’s paycheck.
• Spouses of NSC Staff:
  • The conference fee costs $1,105, which covers travel, housing and meals. Non-staff spouses of NSC staff will have to pay $600 out of pocket to attend. To facilitate spouses of NSC staff attending the conference, the remaining balance (after the $600 has been paid) will be absorbed by the National Budget.
  • The amount covered by the National Budget will be reported as taxable income to the employed spouse. The amount of their actual expenses (housing, meals and travel) above the $600 that was paid out of pocket will be reported as taxable income and tax on this amount will be withheld from the employed staff’s paycheck.

Non-Staff Spouse Attending as Volunteer

We are looking for non-staff spouses to volunteer as Childcare Workers, Conference Office staff, and a few other roles on-site. If your spouse is interested in working at Staff Conference 20 (SC20) and can work at least six hours per day in exchange for having his or her SC20 conference costs covered, please email staffconference@intervarsity.org.

Non-Staff Family Member or Caregivers Not Attending

• Non-staff family members or caregivers who are not attending Staff Conference 20 (SC20) will not be permitted in the conference sessions or meal functions.
• They will be responsible for all housing, onsite meals, and transportation. These expenses are not reimbursable and must be covered out of pocket.
• If they are coming to take care of your children, their expenses, including housing costs, meals, and travel, must be covered out of pocket.

Child(ren)

• Children 3 and under:
  • Childcare will be offered to parents with children ages three and under. These expenses will be reported as taxable income.
  • There will be no costs for housing and meals.
  • All travel expenses for children are not reimbursable business expenses and must be covered out of pocket.
• Children 4 and older:
  • Children over the age of three are discouraged from attending Staff Conference 20 (SC20). If you find that it is not feasible to procure another option for childcare while you are away, an exception can be made.
  • You will be responsible for all housing, on-site meals, and transportation. These expenses are not reimbursable and must be covered out of pocket.
  • Children over the age of four will not be permitted in the conference sessions or meal functions.

Ministry and Organizational Partner

• Hotel Room Rate: $119+tax/room/night based on double occupancy
• Daily Conference Fee: $75/day
• Catered Meals: $80/day (breakfast, breaks, and dinner)

Special Guest Program Attendee

Attendees participating in the Staff Conference 20 (SC20) Guest Program are partially sponsored by the Presidential Events department.

• Guests are responsible for their own housing costs, meals out, and travel to the conference.
• Presidential Events will be covering their daily conference fees and catered meal costs onsite (provided by the hotel).

Board Member

Anyone serving on the Board of Trustees is welcome to attend Staff Conference 20 (SC20).

• Board members cover their own expenses (housing, meals and travel); however, they may submit an expense report in order to be receipted for their expenses as charitable deductions.
• Spouses of board members must cover their own expenses (housing, meals and travel). These expenses will not be eligible for reimbursement.

Day Pass Attendee

All Day Pass Attendees must be invited and hosted by an InterVarsity employee.

• If you have an alumnus, ministry partner, family member, or other guest, local to Orlando, who you would like to invite to Staff Conference 20 (SC20) to attend a general session or join you for a meal, please register them through the Day Pass registration path.
• As a day pass attendee, your guest will be responsible for travel and parking costs at the hotel. He or she will also be charged a conference fee to cover programming based on the number of sessions and meals attended.
• After selecting sessions in the online registration, your guest will have an opportunity to pay either by credit card or through an InterVarsity account. An internal staff, department, area, or regional account may sponsor his or her conference fees and meals.
• Day pass attendees will need to check in and check out at the SC20 Conference Office at the hotel in order to obtain SC20 credentials for the day.