Comprehensive Guide to Using the Red Cross Mission Card

welcome to the mission card card holder overview training course a mission card is a credit debit card

provided to disaster workers it is used to cover approved expenses while traveling to

working on and traveling home from a disaster relief operation because it is a financial tool it is

important that you know how to use the card properly the purpose of this training is to

describe the appropriate use of a mission card when assigned to a disaster relief

operation this training also describes how to reload the card with additional funds

if they are needed when you receive your mission card you will also receive two documents that

accompany the card the mission card authority form is provided to you and signed by you when

your mission card is issued to you the other document is the mission card card holder instructions job tool

this job tool is provided to you when your mission card is issued to you and provides information on how to use

the card note that both of these documents are located on the exchange

be sure to talk to or ask questions of any member of your disaster workforce engagement team who assigned you to the

disaster operation at your chapter or regional office there are essentially two users for the

mission card let's take a look at who these users are the first group of users are classified

as mda workers mda is the term used to identify workers both volunteers and employees

who are assigned to a disaster operation with a maximum daily allowance of their expenses

mda workers respond to a disaster for multiple days or weeks away from their home of record and stay

in a staff shelter or hotel 450 dollars is the usual amount loaded onto the mission card and this

should provide enough funds for approximately 10 to 14 days more information on the use of the card

for mdas will be provided in this training please note employees must use a red

cross travel card if one has been issued and follow both emission card card holder instructions

and using a travel card on a dro document next let's look at the second type of

mission card user an m t card may be issued to a local worker who is staying at home and

driving to and from his or her work site each day if the job or district director

identifies a need the m t card can be issued with 150 dollars

and can only be used for pov personally owned vehicle mileage at the irs rate for volunteers

which is currently 14 cents per mile up to a maximum of 50 miles each way and for one meal up to 11 each day

you may not charge fuel for your personal vehicle because you are reimbursed for mileage

let's look at some additional information for m t card users m t users can access funds using an atm

withdrawal amounts are limited to 105 dollars per transaction and this includes a transaction fee as

mentioned on the previous screen because m t users are reimbursed for mileage

the card cannot be used for fuel purchases and remember the card can only be used

for mileage and meals the card cannot be used for making other purchases and finally cards for m

t users can be reloaded following the process outlined later in this training

please note that if a worker is traveling more than 50 miles one way the worker should see staff services for

a hotel assignment or a change in work site let's look at the process for obtaining

a mission card once you are assigned to a disaster operation first you will receive an unopened red

envelope containing your mission card pin number and u.s bank terms and conditions document

you will also receive and must review the mission card card holder instructions

and the mission card authority form you must sign and return the mission card

authority form and finally sign the back of the mission card and secure it

in a safe location note that funds are not loaded to the card until you are assigned to a disaster operation

on the next two screens we will look at some general information about the use of the mission card

the mission card card holder instructions provides much of this information and you can reference that

later remember to swipe your card for all purchases whenever possible

but not at the gas pump when making a fuel purchase you will need to go inside the

establishment to pay if you cannot swipe the card and must pay cash keep

receipts to reconcile your account you must keep all receipts for individual expenses of 35

or more these will be collected when you leave the operation do not offer your mission card to a

hotel for incidental room charges you may not charge hotel incidentals to your card

also keep the following in mind you are responsible for ensuring the card is used for authorized expenses only

only authorized expenses may be charged to your card you will be responsible for any

unauthorized expenses charged to your card no one has the authority to instruct you to use your

card for unauthorized expenses do not share your card or give your card to anyone

if there is a co-worker on the disaster operation that needs funds refer that worker to someone in staff

services most of the information in the following screens refer to mda travel

but could still be helpful to m t responders especially if they are changed

to an mda worker now that you have your mission card and are ready to travel to a dro let's look

at what you can do with the card transportation to the dro can be accomplished in several ways

if traveling to an airport you can have someone drop you off this is considered pov or personally

owned vehicle expenses you can be reimbursed for two round trips from your home of record to the

airport at the current irs rate for volunteers you can also use airport shuttles taxis

and uber or lyft you can be reimbursed for these costs or the charges can be put on your mission

card you may also have someone in your chapter who may be willing to drop you

off and pick you up at the airport airport parking however is not an authorized expense and will not be

reimbursed you will most likely have to take a large suitcase with you

on your disaster assignment here are the guidelines for baggage round round-trip baggage fees are

covered for one checked bag additional checked bags or overweight bag fees are not covered

you will need to check the airline's overweight bag policy for weight limits any additional bags or overweight bag

fees will be the traveler's responsibility one more item i'd like to mention while

we are on the topic of traveling to a dro if stranded during travel to or from

your assignment contact staff services at the dro where you were assigned to authorize a

one-night hotel stay their contact information can be found in the email you received when you were

assigned to the disaster operation with reporting instructions this phone number can also be found on

the incident action plan you will receive next let's look at allowable expenses

while you are on the operation mda workers have a 35 dollar per day maximum daily allowance that can be used

for meals tips laundry and atm fees remember the preferred method is to

swipe the card as often as possible when using an atm to withdraw cash the maximum

withdrawal per transaction and per day is 105 dollars including an atm fee so you can withdraw up to 100

cash plus the fee in total the maximum you may withdraw in cash from an atm is 300

for the time you are assigned to the disaster operation some workers are assigned the use of a

rental car while carrying out their assignments please remember your mission card cannot

be used at the pump to purchase fuel you will have to first pay inside and then pump the fuel

be sure to keep track of the card number on your receipts because you will need that information

if you need to reload funds through a request for additional funds if you are assigned a rental car to

travel to the disaster operation the same rules apply next let's look at some additional allowable

expenses here are some additional allowable expenses on the disaster operation

up to thirty dollars for business use of your personal sell if required for overages on your plan can be

reimbursed tolls paid are reimbursed try to get a receipt

up to fifty dollars in emergency supplies can be purchased during the first days of the disaster

operation emergency supplies could include essential supplies for your activity

or client shelter or ice needed at a service delivery site once logistics is available all supplies

should be acquired through the logistics process remember to keep all receipts

if you are driving a large truck van or irv as part of your assignment you will need

to contact logistics transportation to receive a fuel card you cannot use your mission card for

these fuel expenses next we'll look at what you will need to do if the funds on your card are running

low for various reasons you may need to request additional funds be added to

your mission card most initial loads are designed to last 10 to 14 days

but there may be emergent situations like providing lodging for a stranded responder

that may accelerate your spending and reduce that time frame when your balance drops under one

hundred dollars you should request additional funds use the mission card card holder

instructions job tool and follow the instructions in the additional funds section

the information you provide including the days remaining on the dro will be confirmed prior to reloading

your card you will need to scan or take a picture of any receipts for emergency supplies

or emergency lodging and send these along with your request for additional funds

next we'll take a look at what you need to do when you prepare to leave the disaster operation

when you out process you will need to turn in all receipts for individual expenses of 35

or more take the time to organize and document the use of the expenses on the receipt

if you out process remotely scan or photograph your receipts and email them to dro receipts at

redcross.org you may make an atm cash withdrawal to reimburse yourself for personal vehicle mileage

use your mission card if other modes of transportation are used finally you will need to destroy your

card upon returning home before we conclude this training there are two additional points that we need

to cover if you take out more atm funds than are needed for your assignment or

use the card for unauthorized expenses you must return these funds via check or money order to the american red cross

refer to the mission card card holder instructions job tool and follow the instructions in the

returning funds section also be aware that a mission card expires at the end of the following

month when it is issued for example a card issued in april will expire on may 31st

if you are continuing your assignment pass the expiration date see staff services to get a replacement

card a couple of days before the card expires let's wrap up this training by

summarizing some important points to remember follow these keys to success to ensure

proper use of your mission card only use your mission card for the approved expenses outlined in this

training any unauthorized expenses are the card holders responsibility

swipe your card for all purchases whenever possible but not at the gas pump and keep all

receipts for individual expenses of thirty five dollars or more use the resources listed here if you

have questions about your mission card while on the disaster operation ask someone in staff services for assistance

refer to the mission card card holder instructions job tool that you received with the card

if you are an employee also refer to the using a travel card on a dro document email questions to disaster dot staffing

at redcross.org and you can talk to any member of your regional disaster workforce engagement

team before you are assigned to the disaster operation

remember all forms discussed in this training course are available on the exchange

thank you for taking the time to learn how to properly use your red cross mission card

you may now exit this training course you