Project Fund Expense Submission Form

In the past, you could enter project expenses onto the U.S. or International submission forms. Beginning in 2023, project expenses will be submitted separately using this form. Please review the Items to Note section below as this form has two tabs for expenses submission (depending on if the expenses have a personal benefit or not).

Please use this form for all Project expenses incurred in 2024.

2024 Project Expense Submission Form

A few items to note: 

• Remember to be logged into your Reliant email when you are filling out the form. That is your electronic signature to tell us that it is really you who submitted the request.
• Always use the above link to download a brand-new form for submission. Please do not copy an already submitted form.

• This form has two tabs. You will need to decide which tab to use.

  • The first tab (Project Expenses) is for project expenses that are used solely for the project (considered property of the church/ministry) with no personal usage or related benefit. These are items you are buying on behalf of the project for the benefit and purpose of only the project. Everything on this tab is reimbursable (there are no taxable items listed). 
  • The second tab (Personal Project Expenses) is for project expenses that have some personal benefit and they will be subject to the normal taxable Reliant Standards. As explained in the new Standards, project funds can now include taxable expenses as we are looking at the nature/purpose of the expense rather than what source of funds is being used to pay for it.
• Please fill out all of the information at the top of the form as that information instructs the form to say what types of expenses you are eligible to submit on the lines below.  
• You will add the project fund number so that Reliant knows what fund to charge. Then, we also need your MTD (employee/associate) fund number so that we can know where to send the payment.
• The month/year drop-down is for the month that the expenses incurred (not today's date)
• Follow the Reimbursement and Expense Recovery Bonus Standard table to help understand the types of expense categories and related guidelines that will be on the form. You will notice that not all expense categories are listed on the Project Expenses tab as some of them are more personal in nature. However, all categories can be found on the Personal Project Expenses tab.
• If you do not see an expense category drop-down that describes what you have purchased, you can use the "OTHER" category found in the OTHER MINISTRY EXPENSES portion of the form and the reimbursement team will then review it. 
• The form now allows you to select multiple currencies on the same form. Select the currency listed on the receipt associated with each expense line and then enter that currency amount into the purchase amount column. The form will then convert it into USD for your totals (using the currency rate based on the month/year that you entered on the form). 
• Specifically for the Personal Project Expense tab: (for more details on how to fill out the Personal Project Expense tab, please watch the tutorial associated with the International Expense Submission Form as it very similar)
  • Remember if you have expenses that are for non-employed/non-associate spouses or children you need to separate those expenses and add them on their own line and select "YES" that the expense is for a non-employed/non-associate spouse or children.  
  • For mileage, select whether you are using miles or kilometers. You also have the option (under the Mileage title heading) to select "YES" to add an additional taxable amount to receive to supplement the higher cost of driving a motor vehicle internationally. 
  • The form will know which expenses have taxable components and will enter those in the Expense Recovery Bonus (ERB) column. The total will show you the amounts that are reimbursable and the amounts that will be recovered through an ERB. It will default to adding a 25% additional bonus to cover taxes that will be associated with the ERB. You may choose on the form to opt-out of that additional bonus. 
  • By default, the form may make items taxable that could potentially be considered non-taxable based on the nature of the expense. For example, equipment purchased to be stored and used by the church that has no personal benefit to you will still be listed as taxable on the form. We have added a question under the totals section (right above the green Total Submission line) where you can select "YES" to request a review of your expenses if you believe they may qualify as non-taxable. It will ask you to explain your reason for wanting it to be non-taxable and the reimbursement team will then review the request. 
• All project expense forms will need to have approval from the authorized signer added to the approval tab. If you are an authorized signer and you are allowed by your church/ministry to be the one that also approves your own submission then you can go add your approval to the tab. If not, then you will need to share this form with the authorized signer of the fund and receive their approval on the approval tab before you share the filled-out form with the reimbursement team. There is a box on the form (near the receipt confirmation) where you will notate that you have received appropriate approval. 
• Don't forget to upload receipts over $75. The reimbursement team is no longer accepting emails with receipts forwarded to them as part of the submission process. Please review the instructions on how to upload a receipt to our new submission form. 
• If you receive an email asking you to make changes to your form, please follow these instructions to reply to the change request.