If you have received an event advance, you will be asked to keep a cash journal and include account codes. Here are some frequently used expense account codes.
| 5200 | Travel | Airline tickets, train or other public transportation expenses, rental vehicles, mileage, parking and tolls (event participants driving to specific outreach/excursion - reimbursing drivers), COVID testing | |
| 5201 | Mileage | Eligible mileage. Use the mileage rate for the current year. | |
| 5205 | Meals and Hospitality | All speaker meals (no alcohol) including travel meals Hospitality includes gifts (NO GIFT CARDS!) please read the reimbursement policies on gifts and corporate gifts (Events Gifts Policy hospitality expenses, recreation expenses under $20 (mini-golf, bowling, national park entrance fees etc.) staff meals (opening and closing ceremonies for summer programs), participant meals bought with event advances (not event participant allowance) | |
| 5260 | Dues & Subscriptions | Dues for professional organizations, subscriptions to publications or on-line services, software licenses renewals | |
| 5265 | Taxes, Licenses and Fees | Mandatory fees paid to regulatory agencies and governing bodies example visas | |
| 5270 | Training Materials | Conference or training fees; books, videos used a resources for event participants and staff | |
| 5272 | Media (Books, Online Downloads CDs, DVD's) | Other Media not related to the actual training portion of the event -books, online downloads, bibles purchased to distribute on outreach day | |
| 5350 | Repairs & Maintenance | costs associated with the maintenance, general upkeep and repair of rented facilities (ex. doorknobs, lightbulbs, copies of keys, etc.) | |
| 5395 | Overseas Insurance | Supplemental Medical or Liability Insurance for International events | |
| 5400 | Professional and Consulting Fees | Fees paid to a non-Reliant employee such as a local interpreter. In most cases you would not use event advance funds for this as this typically will be paid straight from Reliant. But, minimal (under $25) fees paid to outside professionals in exchange for their services (ex. paid $20 to (name/not a Reliant employee) for leading low ropes course for event participants could be paid with event advances). In most cases, paying a U.S. citizen who is not a Reliant employee requires a W9 and should be paid directly by Reliant, not with event advance funds. Please consult with the Events dept before paying these fees directly. | |
| 5500 | Equipment Rental | Rental of equipment and the costs associated with rental items (ex. sound equipment, lighting) | |
| 5520 | Phone & Internet | Local and long distance phone expense, internet fees, prepaid phone charges for International events | |
| 5530 | Postage, Fax & Shipping | Fees incurred in mailing, fax and shipping | |
| 5550 | Supplies | Consumable supplies - this includes decorations for special ceremonies, supplies for outreach events, printer cartridges, etc. | |
| 5555 | Equipment, Furniture & Software | Furniture and equipment - lamps, tables, desk, grill, etc. please consult with the Events dept before using this acct code, may be taxable if items will be kept by a Reliant employee after the event | |
| 5580 | Printing & Publishing | Fees paid for off-site copies or printing jobs one by a professional printer - ex. custom brochure or banner | |
| 5590 | Copies | Fees for use of office copiers and printers at a copy store like FedEx - ex. general copies of handouts | |
| 5600 | Cost of Sales | Cost of the purchase of materials and items for sale (t-shirts, CDs, books, bottles) | |
| 5650 | Event Food | Event Participant Allowance (per diem) funds used by the event | |
| 5660 | Event Facility Rental/Lodging | Rental fees for facilities used for group lodging or ministry events (ex- renting a room for an event, park shelter for a picnic, lodging costs for staff) | |
| 5701 | Contributions to Other Ministries | Donations to other churches or ministries in accordance with the policy on Leftover Funds; please consult with the Events dept as needed |
