ONS Costs

COST FOR ONS

All ONS expenses will be charged to your staff account in the 2017-2018 fiscal year.

The total cost of ONS is around $2,400 per participant. However, through the help of ministry partners and national subsidies, we are able to bring this cost down to $1,770 for each new staff participant. This fee includes travel, housing, meals and program expenses and will be charged to your staff account in 10 monthly increments of $177 throughout the fiscal year.  

NSC Personnel who are attending but commuting are charged a flat fee of $1,200 that covers all meals, materials, parking and operational expenses. If you stay at the hotel (which is recommended), the cost is the same as above ($1,770).

If you have any questions or concerns about the cost of ONS, contact your supervisor.

COST FOR FAMILY MEMBERS

Per IRS regulations, family expenses are considered personal and cannot be expensed. However, there are different scenarios depending on the participation of family members in the ONS program. The following are the policies that have been approved by the Director of ONS for the summer 2017 event.

Non-staff spouses of NEW STAFF attending ONS

If your non-staff spouse participates in at least 4 full days of the ONS program, then ONS will pay for your spouse's travel, housing and meal expenses and it will be reported as taxable income to you.* If they join you for less than 4 days, you will be responsible for their travel, housing and meal expenses.  These costs cannot be expensed on an expense report or through a Pcard.  Expenses related to the hotel (housing and meals) will be sent to you via an invoice after ONS in which you will need to remit payment.

Children of NEW STAFF attending ONS

If you bring your child(ren) to all of ONS, you will be solely responsible for their travel expenses. Expenses related to the hotel (housing and meals) will be covered by ONS for children age 7 and under and will be reported as taxable income to you.* ONS will also provide childcare for children ages 7 and under (please see the Childcare page for details).

The expectation is that staff will pay out of pocket for travel, housing, meals or childcare costs for children ages 8 and up. Expenses related to the hotel (housing and meals) that are incurred for children age 8 and older will be sent to you via an invoice after ONS in which you will need to remit payment.  If you feel that it is not feasible to find another option for childcare while you are away at ONS, please contact ons@intervarsity.org. We will evaluate each situation on a case-by-case basis. 

Spouses and children of ONS PROGRAM STAFF

Prior to having a spouse join you in Madison during ONS, please communicate with the Director of ONS about your spouse’s availability to work/volunteer full-time for at least 4 full days of the ONS program.

If your spouse is given a job at ONS, then ONS will pay for your spouse's travel, housing and meal expenses; these expenses are considered business expenses and are fully reimbursable and not considered taxable income.

If your spouse joins you for at least 4 full days of ONS but does not wish to work as a full-time volunteer, then you will need to pay for their travel out of pocket and ONS will pay for their housing and meal expenses (these expenses will be reported as taxable income to you).* You can make their travel arrangements along with yours through our travel agent and pay separately for their ticket.

If they join you for less than 4 days, you will be responsible for their travel, housing and meal expenses. These costs cannot be expensed on an expense report or through a Pcard. Expenses related to the hotel (housing and meals) will be sent to you via an invoice after ONS in which you will need to remit payment. You can make their travel arrangements along with yours through our travel agent and pay separately for their ticket.

If you bring your child(ren) to all of ONS, you will be solely responsible for their travel expenses. You can make their travel arrangements along with yours through our travel agent and pay separately for their ticket(s). Expenses related to the hotel (housing and meals) will be covered by ONS for children age 7 and under and will be reported as taxable income to you.* Expenses related to the hotel that are incurred for children age 8 and older will be sent to you via an invoice after ONS in which you will need to remit payment. If you feel that it is not feasible to find another option for childcare while you are away at ONS, please contact ons@intervarsity.org, and we will evaluate each situation on a case-by-case basis. The expectation is that you will pay out of pocket for your children’s travel, housing, meals or childcare costs for children age 8 and up (please see the Childcare page for details). 

Scenarios

Disclaimer:  We understand that the scenarios presented here do not cover every possible situation. If you have special needs or an unusual situation, please contact the ONS Operations Team (ons@intervarsity.org) to discuss options that will best serve you and your family.  

  • Scenario 1:  Your non-staff spouse accompanies you to ONS for 4-7 days and volunteers full-time at ONS while they are there.  In this case, there is no taxable income, and InterVarsity will cover their travel expenses to and from ONS as well as their housing and meals onsite.

  • Scenario 2:  Your non-staff spouse accompanies you to ONS for 4-7 days and does not volunteer at ONS.  In this case, all travel expenses should be paid out of pocket by the staff worker.  They should not be put on an expense report or Pcard.  Their onsite housing and meal expenses will be covered by ONS and reported as taxable income to the staff worker.

  • Scenario 3:  Your non-staff spouse accompanies you to ONS for less than 4 days.  In this case, all travel expenses as well as onsite housing and meals expenses must be paid out of pocket by the staff worker.  They should not be put on an expense report or Pcard. You will receive an invoice for the onsite expenses after ONS in which you will need to remit payment.


*PLEASE NOTE:  The IRS requires that the monetary value that InterVarsity pays for your family's expenses be reported as taxable income to you. This includes any travel, housing and meal charges made to staff accounts for non-staff family members.  This amount will be reported to InterVarsity's Accounting Department. Tax on this amount will be withheld from your paycheck. 

A word about taxable income: 
Pretend you’re on the Price is Right. You’ve won an all-expenses paid trip to ONS. Congratulations! However, the US government wants their piece of that. Just as you would pay taxes on a free trip to the Bahamas or a new car, you have to pay taxes on your trip to ONS. This is how we report taxable income to be reflected on your paycheck. Reporting taxable income is a favor that we do for staff – it’s a privilege but not a right. 

For information about specific costs, contact the ONS Operations Team at ons@intervarsity.org.