Things to Know When Traveling with STM

PASSPORTS:
Please make sure your passport is signed and valid for at least six months after you are scheduled to return from the mission opportunity. Please make sure the next of kin information in your passport is filled out. This is for your own safety, in case of an emergency and you are unable to communicate. Please carry two photocopies of your passport with you (it would be a good idea to give a copy to someone you are traveling with.) Please note, after Dec. 31st, 2006 – all persons who leave the United States will HAVE TO HAVE a PASSPORT to REENTER the country.

VISAS:
If the mission opportunity you have been appointed to requires an entry Visa or a visa extension, after you enter the country, SHORT TERM MISSIONS will send you instructions on how to apply for the visa. The costs associated with any visa, will be included in the mission opportunity budget. All Participants that apply for a visa are encouraged to submit the receipts to SHORT TERM MISSIONS for reimbursement from the mission opportunity account.

LUGGAGE:
The following are luggage restrictions for airlines:
 

Scheduled flights:	2 bags – 70 lbs/32kg per bag, plus carry on
US flights:	2 bags- 50 lbs/23kg per bag, plus carry on
Charter flights:	Total 44lbs/20 kgs, plus carry on

Some airlines will allow the passenger to pay for extra luggage, but this is not true of all carriers. Assume that you need to hold to these restrictions.

What Should I Pack In My Luggage? (Please continue to check the weather when traveling. The weather changes depending upon where we are going. Pack for the Weather)

• STM Orientation Folder and Itinerary
• Tickets/Birth Certificates & Driver’s License or Passport (Make copies of your passport and leave a one copy with family member stateside)
• Health Insurance Information (Shot records, medications, insurance card, etc.)
• Cash (You may exchange if you want at the airport. Most places will accept USD though – this is money for any special needs, extra foods, gifts, etc.)
• Camera (extra films)
• Toiletries (especially needed - shower shoes, shower caps, bathrobe, linens are provided but you may want to bring extra linens or a sleeping bag, hand and bath towels
• Change of clothing
• Bible
• Pen/Pencils
• Journals (You may want to record your experience while in the midst of this experience)
• Work Clothes (that can be soiled)
• Work Shoes (boots/sneakers)
• Work Gloves
• Church Clothes
• Modest casual clothes for free time

HEALTH ISSUES:
As a number of Short Term Missions mission opportunities require travel to other countries, we often get asked questions about health issues in the countries of destination. Most Participants request information about required immunization. The I. Y. D. cannot offer specific health advice, as we are not licensed physicians. However, we do recommend that you consult with your personal family physician about required immunizations. Your family physician should also be able to refer you to a specialist in international travel. We can offer the following websites to browse through, remember that website information cannot be guaranteed.

Health Websites:

1. Center for Disease Control: www.cdc.gov/travel/
2. MD Travel Health: www.mdtravelhealth.com/
3. World Health Organization: http://www.who.int

MEDICAL HEALTH INSURANCE WHILE ON A SHORT TERM MISSIONS MISSION OPPORTUNITY
The I. Y. D. recommends that all participants seek additional medical insurance for all youth and young adults traveling outside of United States. If you hold a policy that you feel covers you adequately, then you need to provide in writing information about this policy (carrier and policy number). Otherwise, the purchase of medical insurance will be mandatory and included in the SHORT TERM MISSIONS mission opportunity budget.

BOOKING FLIGHTS:

All SHORT TERM MISSIONS budgets DO NOT include a budget figure for travel to the mission opportunity except when indicated. We check around for competitive airfares.
 

Finances at Short Term Missions

SHORT TERM MISSIONS MISSION OPPORTUNITY ACCOUNTS:
The I. Y. D. will develop a budget for each mission opportunity. All line items on the budgets need to be tested against the IRS’s charitable donations guidelines. Based on this, most donations/support to a mission opportunity will be considered tax receiptable. Some items are not considered mission opportunity costs under the same guidelines. For example, any personal travel added to the mission opportunity time, either at the beginning or end of the mission opportunity is not considered part of the mission opportunity.

Budget figures are determined by SHORT TERM MISSIONS based on previous experience, current travel rates and other information available at the time. Included in the budgeting process are the following items:

• Transportation (air) plus on site transportation costs
• Health insurance
• Orientation/debriefing (both in U.S. and Overseas) plus Orientation Overseas
• Ministry Fee
• Contribution towards materials needed on the mission opportunity
• Board and room or hotel or other living expenses where applicable
• Miscellaneous/Emergency fund (for unanticipated expenses)

Items not included are, the cost of immunizations and the cost of domestic travel to / from your point of departure. Also not included are personal expenses, gifts and souvenirs, cost of your passport.

Participants are responsible for raising the total amount of the support needed for the mission opportunity. The Sending Church can help the participant by setting up a SHORT TERM MISSIONS Fund within the church where the participant and other church members can make donations. This fund can then be forwarded to the mission opportunity account at SHORT TERM MISSIONS.

All mission opportunity accounts will need to be paid in full, one month prior to the start of the mission opportunity.

DEPOSITS ON AIRFARE:
The Office of International Youth Development will not book any travel until a non-refundable deposit of $300.00 is received in the Participants mission opportunity account, held by SHORT TERM MISSIONS. Please ensure that funds are sent through to the I. Y. D. in good time as space is limited and if rerouting occurs the participant will be responsible for any increase in airfare.

OVERSUBSCRIPTION TO A MISSION OPPORTUNITY:
The cost of these trips is kept to a minimum. If mission opportunity expenses are more than anticipated they will be absorbed by a contingency fund held for this purpose. Conversely, if mission opportunity expenses turn out to be less than the budgeted amount, the extra amount will be placed in the contingency fund. It is the policy of SHORT TERM MISSIONS not to enter into negotiations regarding refunds.

CANCELLATION POLICY:
Although cancellations are rare, sometimes circumstances with in your family or health will make it impossible for you to travel. IYD will do everything possible to help keep costs to a minimum, but please keep in mind that Airline tickets are almost always 100% non refundable.

• Cancellation prior to airline and insurance purchase but after $300.00 non refundable deposit is paid will just be $300.
• Cancellation after tickets, insurance and land arrangements are paid, participant will be responsible for all expenses. This will depend on how much the insurance company will refund.
• Individuals are responsible for these expenses, but if the church is willing to cover these costs this will be considered.