Per IRS regulations, family expenses are considered personal and cannot be expensed. Reporting taxable income is a favor that we do for staff – it’s a privilege but not a right. The following are the policies that have been approved by the Director of Catalyze for the summer 2022 event:
Non-staff spouses attending Catalyze
If your non-staff spouse wants to accompany you to Madison while you participate in Catalyze, you will be responsible for covering their travel, meals and housing. You will be invoiced after Catalyze for any housing and meal expenses incurred by your spouse in which you will need to remit payment. These costs cannot be expensed on an expense report or through a Pcard or charged to any InterVarsity account.
Children of staff attending Catalyze
If you bring your child(ren) to all of Catalyze, 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 5 and under and will be reported as taxable income to you.* Catalyze will also provide childcare for children ages 5 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 6 and up. Expenses related to the hotel (housing and meals) that are incurred for children age 6 and older will be sent to you via an invoice after Catalyze 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 Catalyze, please contact email@example.com. We will evaluate each situation on a case-by-case basis.
A word about taxable income: Pretend you’re on the Price is Right. You’ve won an all-expenses paid trip to Catalyze. 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 Catalyze. This is how we report taxable income to be reflected on your paycheck.
If there is a legitimate reason to bring a spouse or child, we will figure out a monetary alternative on a case-by-case basis.
*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.
For information about specific costs, contact the Operations Team (firstname.lastname@example.org).