Event advances can be used to cover all of the expenses needed for an event, including expenses incurred before a trip starts (i.e. visas, etc) and expenses during a trip. Funds can be requested up to 60 days before the event’s start date and must follow Allowed Event Expenses guidelines. Participant Allowances are strongly preferred since they require no reconciliation after distribution, apart from participant confirmation. However, we recognize that in some cases, an Event Advance may better suit your needs. For instance, if you are leading a large group where you expect to pay for meals on one check rather than indivdually, an event advance may be better for you.
Advance Request Limits
- Fundraised Events: The advance should match the amount raised and be reasonable per participant and trip length. The Trip Finance Admin can request the full amount upfront or in multiple disbursements for longer events.
- Multiple Disbursements: Additional funds won’t be sent until the previous advance is fully reconciled. For emergencies, contact Reliant’s Trips team.
How to Determine Your Request Amount
- Aim High for Preparedness: Request slightly more than expected to cover unforeseen expenses. Unused funds must be returned.
- Review Fundraising Progress: Ensure participants meet their fundraising goals. If more funds are used than available, partner churches must cover deficits.
- Exclude Prepaid Costs: Flights and Reliant-covered purchases (e.g., insurance, background checks, fees) should not be included in your request.
- Factor in Reliant Fees: Consider administrative fees, credit card fees, and insurance costs, which will come out of your overall trip budget.
For approval instructions, see Approval for Google Forms.
