Page 26 - 2017 Edition Staff Handbook

Our counselors represent a wealth of homeschool and administrative know-how. From time to time, counselors and staff may be asked to lead workshops on behalf of HomeLife Academy. The following guidelines will help to streamline the communication between the HLA Event Planner, HLA Counselor and the Workshop Coordinator (the group or individual requesting the workshop).
First, please point those requesting the workshop to our Workshop Contact Form under the Resource tab of our website. Once this form is received, we will confirm this information the Workshop Coordinator and offer to help promote the event in their area.
The Event Planner will confirm dates and details with the Counselor. Once confirmed, the Counselor will connect with the Workshop Coordinator to further coordinate and collaborate for the event.
We ask that all travel and lodging expenses be paid by the host and that a non-specific gift or “love offering” be given directly to the counselors.
The Events Planner & the Counselor Team Leader will work together to determine staffing for events. This includes both the travel and the HLA- sponsored events. Staffing will be determined based on the type of the event, availability & preference of the staff member, and the needs of the area in which the event occurs. While preferences are taken into consideration, no staff is guaranteed a particular spot in any event.
In addition, the Events Planner & Counselor Team Leader will poll to see what availability there is for workshops at these events. Once the number of workshops for the fair has been determined, the Events Planner will add the information to the event email (see below). If any technological assistance is required for the workshop, the counselor must let the Events Planner know in a timely manner.
Once staffing for an event has been locked down, each staff member attending that event will be sent an email with all the details for the event, including venue and/or hotel information, per diem and event pay amounts, dates, attending staff, and any workshops that will be presented.
Per Diems & Event Pay (See Expenses and Travel)
At HLA, we try to keep things as simple as possible. If you are chosen to work an event, you will be given an event form to fill out & sign. This will include event information, your per diem and event pay amounts. This will also be signed by the Events Planner and will be scanned for accounting purposes. You are not required to keep receipts providing we have these forms on file. Your per diem and event pay will be deposited into your direct deposit account on the week of the event. You will not enter any event hours on your timesheet, only travel time as specified in the Travel section.
Travel Time and Tax Deductions for Mileage
HLA pays travel time for the driver rather than mileage for HLA events and meetings. The IRS states that if you are not paid for your mileage by the company that you may takes those miles as a job-related deduction on your taxes. This in essence earns you additional dollars through HLA pay and tax savings. Due to infrequent travel required of our staff, we believe this is a better, easier and more efficient way to cover costs of fuel and offset costs of maintenance.
Taking the full 53.5 cents per mile that the IRS allows along with other home office deductions that you may be eligible for, can give our staff more tax savings and still cover hard costs of fuel and time spent traveling. Keep in mind that if you work from home and you drive to meetings, events, and workshops within your metropolitan area (location), mileage is considered commuting and is not deductible or reimbursable, only the miles driven outside of that area are. If you work from home, we encourage you to seek advice from a tax professional on more ways to receive tax benefits.