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Please read through Event Finance Administrator! .  This will help you set up for receiving funds for your LT summer program.

But, also we have a few reminder for those that are a finance administrator for Collegiate Leadership Training

You will need to decide if your event is going to use Expense Advances (similar to petty cash- onsite event reimbursement refunds) or event fund reimbursements (where each missionary fills out reimbursement forms and turns it in to Reliant directly and then waits for it to be deposited into their account at the normal reimbursement deposit time). We suggest expense advances as there are many limitations to event fund reimbursements such as interns can not use the reimbursements and you have to wait for many weeks to receive the reimbursement back.

Send links to Reliant missionaries attending your LT

• We ask that the finance administrator make sure that all missionaries and interns attending their event have been sent a link to read Event Advance Purchases by Missionaries and Missionary Reimbursements & Per Diem during events before making a purchase that they desire to be reimbursed by the event fund/petty cash.  Please send Sarah a list of all staff attending and their roles and Sarah will send the staff these Solomon pages to read. 
• If you are having your Reliant missionaries or Reliant interns pay an LT fee please read read also send the link Summer Program Fee Payments for Intern and Reliant Missionary.
• Please make sure that you added a list of all missionaries attending LT and their role during LT to the event set up form.

Approvals for forms (account payable requests, invoices, contract, missionary reimbursements through the event fund, etc.)

• As the finance administrator for LT you should have been given permissions to be an approver for the event fund.  We need you to approve a lot of the forms that will be submitted by your finance administrator if that person is not an LT director.  See Supervisor Approval for Google forms. .You are not the supervisor, but you are the signer for the fund so you would follow the same instructions for approving forms.
• Reliant needs to view and co-sign all contracts such as: including housing (if you're adding anything for speakers, etc.contracts (if they are outside of the YMCA contract), closing ceremony restaurantsrestaurant contracts, etc. (See Event Contracts.)    
• Reliant will pay directly for invoices to vendors (ex. rental of sound equipment, payment to sound engineers, band for closing ceremonies, etc.). See Event Accounts Payable Requests and Event Invoices and Payments Requests
• For large purchases (especially prior to receiving your petty cash/international travel advancesevent advance) such as online ordering of books or t-shirts, etc., deposits for restaurants, etc.  please contact Reliant as it could be paid for with a Reliant credit card rather than expense event advance or event fund reimbursements. See Event purchases prior to receiving event advance.
• Reliant needs a list of all speakers (please add to the event set up fund) and their desired honorarium amounts. If your speaker needs help paying for flights, Reliant will need to be the ones to pay for that. Remember, we need monthly lists of speakers as we make transfers at the end of each month for stipends.   See Event Honorariums for Churches and Speakers.
• Please There are different rules for reimbursing through the event fund verses event advances. If you chose to reimburse through the event fund, please read Events Gifts Policy before making any purchases for the event.
• You will need to decide if you are going to take collections (directly receive payment (checks) onsite) during your LT or if you are just going to have everyone pay online.  If you are going to have onsite collections during your LT please read Collections for participant event fee payments. 

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• Please get rid of all old instructions that you may have been created for previous event finance administrators as we change processes often.  Please read Solomon instead. 
• Send emails and any questions to events@reliant.org 

LT Program Meals

Event Participant Meals 

Domestic summer programs typically have many group meals together with the participants. Large group meals, closing ceremony meals, outreach events that include meals, etc. All of these meals (as long as they are within the event budget) can be reimbursed by the event fund using event advances and would be included under Event Food. 

Remember the main purpose of the LT funds is not for paying for food for missionaries. 

Speaker Meals