Family at Staff Conference 20

Staff are welcome to bring their families with them to Orlando, but please keep in mind that certain rules and restrictions will apply toward what is reimbursable and what is not in accordance with IRS regulations and accounting guidelines.

If you plan to bring your family along, here's what you need to know:

• All staff working 30 hours or more (with the exception of Link Staff serving overseas) are required to attend Staff Conference 20 (SC20).
• Part-time staff, provisional appointees, volunteers, spouses, prospective staff, and other appropriate guests are welcome to attend as official participants (see Attendance & Pay Policies for more information).
• The SC20 Team is glad to provide childcare for children ages three and under so that parents can participate in the conference without being worried or distracted by the needs of their children.
• Due to the size of the event, we can only provide meals for officially registered adults who are paying the full $1,105 cost of the conference.
• We are looking for non-staff spouses to volunteer as Childcare Workers, Conference Office staff, and in a few other roles onsite. If your spouse is interested in working at 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.

Costs at SC20

Spouses, Adult Family Members, Care-Givers

• Spouses of field, IVP and national staff:
  • The cost 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, 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, and tax on that amount will be withheld from the employed staff’s paycheck.
• Spouses of NSC staff:
  • While the conference fee costs $1,105, non-staff spouses of NSC staff only have to pay $600 out of pocket to attend. The rest of the fee will be absorbed by the National Budget. Travel costs can be reimbursed.
  • 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) beyond the $600 that was paid out of pocket will be reported as taxable income and withheld from the employed staff’s paycheck.
• Non-Staff Family Members or Caregivers not attending SC20:
  • Non-staff family members or caregivers who are not attending 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 (ages four and up), their expenses, including housing costs, meals, and travel, must be covered out of pocket.

Children

• 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 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.