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This Exit process is specifically for on-going U.S. Based missionaries. Special conditions apply for missionaries who are part of a fixed-term program with a church or other ministry partnership (international or domestic). If you are a Fixed-term employee or International employee please contact your liaison for Exiting instructions and information.
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Overview
When exiting employment with Reliant, several steps must be followed, whether the missionary is voluntarily terminating his/her ministry or whether the ministry is ending for other reasons. For employees involved in the MTD process, additional steps must be taken.
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Steps for Exiting Employment
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This process was revised in October 2020. Please read below to review the current process, which now begins with the Exiting Missionary sending an email to their Reliant program team liaison. The liaisons contact info is provided below as a reference.
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1. Email your Program Team Liaison. | ||
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Details: Those employees voluntarily terminating their employment must send written notification to their program team liaison. This notification should state the intention to resign, proposed resignation date and the reason(s) for leaving employment. Please note: Notifications after the 1st of the month when employment will end are considered late notifications. | ||
2. Phone Appointment With Liaison to Complete Exit Information Form | ||
Details: The process for exiting can take 30-60 days. It is important to notify your Reliant liaison as soon as possible, even if plans are tentative. The Reliant liaison will talk with you to explain how the exit process works, and will assist you in communicating the appropriate dates you'll submit to Reliant on your Exit Notification form. Your liaison will also help you determine the correct dates to include in your final prayer letter to MTD donors about your decision to exit. Complete Exit Information Form - Please DO Not submit this until you are on the phone with the Reliant Liaison. | ||
3. Obtain approval from your Reliant Liaison to send exit prayer letter to financial partners. | ||
Details: Missionaries who have developed a team of financial partners for Reliant must write an exit prayer letter for distribution to those partners. The exit prayer letter explains the decision to leave Reliant employment and must be sent to your Reliant Liaison for approval at least 14 days or more before the resignation date. Questions about writing the exit prayer letter may be directed toward your supervisor and/or Reliant Liaison . Involuntary exits: In event that termination is involuntary and the amount of time to the last day of employment is less than 14 days, then the employee must submit an exit prayer letter to your Reliant Liaison within the time limit set by Reliant. After receiving approval, the exiting employee must send the letter to all ministry donors before the resignation date. Even if ministry donors are to be contacted by phone, an exit prayer letter must be sent to them. A copy must also be sent to your Reliant Liaison. Ask financial partners to continue giving to Reliant Resource: Exit Prayer Letter Sample Wording | ||
4. Set up exit interview with Reliant - Program Team Leader | ||
Details: Sign up for an Exit Interview Collegiate and GCC Missionaries: Click on Mike Swann's Calendar to sign up for a time US Missionaries: Click on CJ White's Calendar to sign up for a time On this call you will discuss employment end date, reason for exiting staff, your plans after leaving staff, and walk through a few questions on Reliant and your local supervision's support throughout your employment. In the event that termination is involuntary, Missionary Resources will generally initiate an interview with the exiting employee. Exit interviews may be conducted via the phone or in person, depending upon the location of the employee. Interviews usually last 30-45 minutes. | ||
5. Discuss current back pay and outstanding reimbursements | ||
Details: Some exiting missionaries may have incurred back pay (i.e., outstanding salary) during their employment. Also some exiting missionaries may have incurred ministry expenses while employed by Reliant and not received reimbursement for them prior to their resignation. Reliant will generally accept requests for reimbursement of ministry expenses for a limited period of time after the resignation date. The specific time period is at the end of the second month following last day of employment. If applicable, financial partners may be informed by the exiting employee in the exit prayer letter that some contributions may be used, among other things, to pay outstanding salary and/or expenses to the terminating employee. Reimbursement forms must be submitted by employees to reimbursements@reliant.org in order for these requests to be considered by Reliant. | ||
6. Health Insurance: Plan for your coverage to end | ||
Details: Employees who are covered by the Reliant group health plan may be eligible under certain conditions for continuation of certain health insurance benefits following termination of Reliant employment. Continuation of coverage generally allows certain qualified beneficiaries to continue temporary access to affordable health insurance in situations where they would otherwise lose their employer-provided coverage. Notify Reliant within 30 days if continuance of coverage is needed at benefits@reliant.org. For more information regarding continuation of coverage, see Continuation of Insurance Coverage or contact benefits@reliant.org. If you will be ending coverage on an HSA eligible plan, please see Exiting Employment - What Happens To Your HSA to plan for that account. | ||
7. Automatic Deposit: Contact payroll@reliant.org with bank account changes | ||
Details: Employees who have an automatic deposit agreement must notify Reliant if their bank account changes or will change before they receive their final paycheck. | ||
8. Request MTD Fund Transfer or 501(c)(3) Transfer (see Exiting MTD Transfer policy for guidelines) | ||
Details: If an employee believes that there may be an account balance remaining in the MTD fund for which they are responsible after their final Reliant paycheck and ministry expenses are all paid out, they may submit an Exiting Missionary Transfer Request Form. Requests can either be done as a dollar amount or a percentage of available funds. The maximum transfer amount is $13,000 and can be made up of transfers to both MTD accounts and Departments. However, transfers cannot exceed $5,000 in total for MTD account to MTD account transfers. Resource: | ||
9. Prepare for your first.last@reliant.org email address and Google account to be closed after a month of exiting | ||
Details: If you are fully exiting (not switching to Associate Staff), Reliant will be turning off your email address and Google account a month after your exit date. | ||
10. Return relevant property, materials and information that belong to Reliant | ||
Details: All employees, upon leaving the employment of Reliant, must return relevant property, materials, and information that belong to Reliant. This includes originals and copies of all confidential, proprietary and/or trade secret information of Reliant, both business and technical, as well as all valuable physical property of Reliant, such as keys, manuals, hardware and software. In certain cases, employees who have been exposed to confidential information may be required to sign a non-disclosure agreement if they have not done so previously. | ||
11. Remove your Microsoft Office 365 software from your computer (if applicable) | ||
Details: Reliant-employed missionaries are eligible for access to Microsoft Office at a discounted, non-profit price. If you participated in this discount, you must remove the software when you exit employment. If you are remaining a Reliant associate missionary, you still must remove the software. The software is available only for employed missionaries and not associate missionaries. | ||
12. Make decisions about the Rollover of any 401(k) funds | ||
Details: Reliant will notify Principal of an employee's exit after their final paycheck 401K contributions have been remitted to Principal. Principal will then reach out about how to disperse any funds. Please log onto Principal and update contact information so that this communication is received. |
Important dates after employment
| Event | When occurs |
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| Your last day of regular benefits | Your last day of employment |
| Your last regular paycheck for employment | The month following last day of employment (on the 15th of that month) ** Hourly employees that fill out a time card for their hours worked may be paid for 2 paychecks after their last day of work, based on the time card payment schedule for the year |
| Closing your MTD account to incoming gifts | The month following last day of employment (on the last day of that month) ** Due to the potential of an exiting hourly time card employee receiving 2 pay checks for their final hours worked, the MTD account may remain open an additional month to accommodate the unique pay schedule for their hours worked *** Fully-Funded "one-check donor" accounts may close on a different timetable. |
| Your last paycheck for back pay | The second month following last day of employment (on the 15th of that month) **Hourly employees that fill out a time card for their hours worked may receive their last check for backpay in the third month after their exit, based on the time card payment schedule for the year to allow them the same benefit of an extra check as other exiting employees |
Your last day for reimbursements | The second month following last day of employment (on the last business day of that month, as long as submitted by the appropriate deadline) **Hourly employees that fill out a time card for their hours worked may receive their last reimbursements in the third month after their exit, based on the time card payment schedule for the year and other corresponding pay dates (above). |
Failure of advance warning
- Employment Services works hard to help transitioning missionaries receive as much benefit as possible from funds raised. Many things stop when employment ceases, like medical and dental insurance, all benefits, tax payments, etc. Should a missionary fail to provide sufficient advance warning of their exit, the result could be that these benefits may be paid on the missionary's behalf unnecessarily. In some cases, Reliant can seek credit from insurance providers. Reliant can never seek credit for the overpayment of taxes. When a missionary's notification is submitted later than the 1st of the month of the last day of employment, Reliant may direct any credits we are able to receive to the account called "where most needed."
- If a notification comes later than the last day of employment, Reliant is free to set the last day of employment according to Reliant's needs. Reliant will be free to adjust back pay and reimbursements, related to any overpayment of salary.
- Benefit and employment changes can take 30 days to process.
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Review of tasks to complete
- Email written notification to your Reliant Liaison (30 -60 days before planned exit)
- Complete the Exit Information Form while on the phone with your Reliant Liaison (14-30 days before planned exit). If applicable, a member of the Employment Services team will contact you regarding further actions or information needed.
- Draft exit prayer letter and submit to your Reliant Liaison for approval (14-30 days before planned exit)
- After approval, send exit prayer letter to ministry team (before planned exit)
- Set up an exit interview with your Reliant Program Team Leadership (at least 14 days before planned exit)
- If interested in continuing health insurance coverage, contact benefits@reliant.org
- If you have an automatic deposit agreement and will change your bank account before receiving your final paycheck, contact payroll@reliant.org
- If you have an account balance remaining, review Reliant's MTD Fund Transfer Policy and if interested, send completed MTD Transfer Request to payroll@reliant.org (no later than 20th day in the month of exit).
- Return relevant property, materials and information that belong to Reliant (by the day of exit)
- Remove Microsoft Office 365 software from your computer, if applicable
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