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The Cash Journal should be reconciled and submitted to Reliant monthly (for events lasting longer than 60 days) or within 30 days of the end of an event. Reliant can help with entering the Expense Account information into that column on the event cash journal. Please be specific in the description to help us know what type of expense it was. Reliant can help you add a new currency not listed in the cash journal under the rates tab or we can also change the exchange rate. We use one exchange rate for the whole time you are there. Usually we take the average of the week or the month that you are there. We ask that you use the currency listed on your receipt. The formula will change it over to US dollars. In the “reimbursed to” column, write down the person who is receiving the event funds because they made the purchase. If that is you, write your name. If you had someone else purchase something for the event and you paid them back with the event funds (such as giving them cash, or electronically with paypal, zelle, etc.) then write their name down. Just remember you are responsible for sharing these event advance guidelines with anyone making purchases using event funds. Form InstructionsComplete the header rows with the name of the event finance administrator, the event title and event dates. The Balance field will auto populate as expenses are added to the form.
Receipt DocumentationAll expenses on the Cash Journal MUST have an itemized receipt of the expense. Reliant will not be able to accept a credit card receipt or a bank/credit card statement in lieu of an itemized receipt. Receipts (including hand written receipts) must include specific criteria to be considered valid:
Please make sure receipts are legible and not blurry when you take a photo and then upload receipts digitally to the google folder. It is highly suggested that notes and perhaps photos of the receipts or using a receipt book are used to help with the accounting of the expenses. We highly suggest purchasing a receipt book to keep track of purchases where no receipt is given which happens often overseas. You can send a request to events@reliant.org to purchase it online and mail it to you if you would like. (Reminder that the cost will still be paid by the event fund.) Here is an example of a hand written receipt. Reliant will share a google drive folder with the event finance admin where they can submit the event's receipts. When your event is using an event advance, you must submit a receipt for every purchase made. To share those receipts with Reliant, there will be a shared folder on Google Drive to upload the receipts digitally for Reliant to review. Reliant requests that the receipts are delivered monthly and you may not request any more funds until the receipts have been seen by Reliant (for events lasting longer than 60 days) or within 30 days of an event's end date. If you are waiting until after the event has ended to submit the receipts in the expense advance log it is advised that you keep notes of the expenses incurred because you will need a concise ministry explanation of each expense. UI Expand | | |||||
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Include Page | Uploading Event Receipts in Google | Uploading Event Receipts in Google |
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Receipts for Meals We understand that in some international countries service providers/vendors are less willing to give receipts for purchased items. At the very minimum we need a hand-written receipt listing the name of the store, what was purchased, the date, and the total and have the finance admin and another participant from your team sign the receipt for accountability. For hand-written transportation receipts (for example taxi, bus, boat) in the description please give us a little detail of what the transportation was for rather than just writing “taxi” for the description. We do not need great detail of actual names of location, just general reason for the usage of the transportation. (Example: taxi from hotel to airport) For hand-written meal receipts, please don't forget to note on the receipt that alcohol was not purchased on each receipt. You do not have to write down specifics such as this person had chicken, this one fish, etc. But, here's an example of what we need on the hand written receipt: 12 people ate breakfast/lunch/dinner at this restaurant name on this date at $x per person (it’s fine to take the total cost of the meal and get an average price per meal) plus tax and we gave a $x tip for a total of $x. Also, please remember to always write that no alcohol was purchased. Then have the finance admin and another participant in the group (for accountability) sign the receipt. If your receipt is for a higher amount that you are reimbursing with the event advance please explain the difference in the description on the cash journal for us to have a paper trail of the reason why. For example, “our trip leader purchased dinner for the team. Included in this receipt were other people that were not a part of the trip so only the food for team members are being bought. That is why we are only reimbursed part of the food from this receipt.” |
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Receipts for items purchased by a non-event participant If someone else purchases something for you (for example a local international leader) and the plan is to pay them back, Reliant would like for you to keep a paper receipt trail of those multiple transactions. What we mean by that is to submit two receipts. Receipt 1a and receipt 1b. Receipt 1a would be the receipt that the other person received for their purchase from the store that they would then give to you. Receipt 1b would be to get a hand written receipt from the person who purchased it for you and have them sign to say they received x amount of payment from you (and let us know that amount whether you did US dollars or foreign currency) on this date in exchange for them pre-purchasing x thing for you. Please make sure you pay them the exact amount on the receipt. That receipt can include a tip that they paid for the purchase (and that should be written on the original receipt), but please do not give them an extra “tip” or a little extra money to say thank you for purchasing that for you. (Remember to follow all rules with the gift policy- rule number one is that you can’t give cash gifts with travel advance funds 😊 and reminder gift cards are also considered “cash” so they are a no go as well) You will need to give them exactly the amount written on the receipt. So then in the google folder we would have a receipt and an explanation for both transactions a and b. This would come into play with affecting Reliant during our audit if for example they find a receipt that has the name of someone else on it and not the trip leader who used the travel advance to pay for it and they would say this doesn’t add up as to who actually purchased it so a paper trail to explain the transaction is beneficial to us. |