Collections Procedures

 Program Program Directors will decide how many payments, how much will be due, and when to schedule payments before the program begins on the Event Set Up form.  These dates and payment fees will then determine the balances due on events.reliant.org under each studentparticipant.  The collections event finance administrator may will be able to export data from events.reliant.org to help with collection times  or the data will be exported by the event director and given to the collections adminknow what participant has made payment and who still owes their event fees.  Only authorized missionaries, that are familiar with the Collections Policies and Procedures should handle the collection of any monies. The Program Director and the person delegated responsibility as Collections Event Finance Administrator (in the Event Set Up document) are ultimately responsible for ensuring these policies and procedures are followed.

Payments by the Participants

These instructions are given to the participant in their acceptance email: 

Event fees are paid on the online payment site and All participants no matter the total of their program fee (even if it's free- example $0 for third year returning LTers), will still have to pay their application fee ($25, $50, $75 depending on the date they apply).  Application fees are calculated on the date they are paid (not the date they being filling out their application).  Application fees   Fees that change amounts on specific dates will change to the next fee amount at midnight eastern standard time on the day written on the event set up form.  

Participants can not make payments for their fees until they have been accepted into the program.  In order for your participant to be accepted and able to make a payment or to participant participate in any event activities your participant will need to have at minimum signed the agreement page on the online application, uploaded their medical liability waiver as well as their medical disclosure formalready completed the medical and liability forms. 

Any changes to specific participant fees (ex. refunds, adding late fees, etc.) can only be approved by the director or finance administrator. 

Acceptable forms of payments by the participants. 

• Credit card payment online at events.reliant.org
• Credit card payment over phone through Gift Service dept., at the Reliant office
• Personal check written to Reliant (Atten: Event Payment) from the participant with the event fund number in the memo line
• Money order from the participant 
• Online banking- send your e-check to Reliant: Event Payment at 11002 Lake Hart Dr. Suite 100, Orlando, FL 32832.  Please make sure that you write the name of your summer program and your name in the memo line of the check. And notifiy notify gift.services@reliant.org to let them know to look for it.

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• Personal check written to Reliant from parent with same last name as the participant (Reliant will credit the check to the participant’s record, not the parent’s)

• Check from the participant’s church (See Event Fee Payments Made By Church) clearly stating whom payment is for.  If payment is for multiple people there must be a note included with the check that states each participant’s name and the amount to credit each participant.

  Note
  See also Event Fund Transfer Requests for churches within Reliant that have a Reliant department fund that want to make a payment for a participant's event fee.

  
  

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• •  Participant’s Name
  •  Issuing Church/Organization/Ministry (IE.  New Life Church or GCMC)
  •  Issuing Church/Organization Contact Information
  •  Event Name and/or Description
  •  Payment Amount and Method of Payment
  •  Check # or Money Order #
  •  Date payment is received
  •  Printed Name of Collections Person
  •  Signature of Collections Person

Personal check guidelines 

• Make sure name and address of account holder are printed legibly on the check (many students open new accounts and use starter checks with no name or address on them, and we can’t read the signature)
• ALL checks must be clearly marked with the participants name that it should be credited to.
• You can NOT write a check that was written to you over to Reliant (payable to Reliant).  Reliant can only receive checks written directly to them for auditing purposes. 
• We would strongly prefer only one check per participant collection payment.  
  
  

  Ensure that each check or money order received has the following information printed legibly on it:

  •  Participant’s name – printed legibly
  •  Address
  •  Amount – numeric amount should match written amount
  •  Check or money order number associated with the payment.  (please assign unique numbers to starter checks, write it on the check and in the ledger sheet)
  •  Date
  •  Signature
  
  
  
• Students raising financial support on their own must have their donors make their checks payable to the student, not to Reliant, and donor checks must be given directly to the student.  See Why are donations towards Domestic LT program fees not tax deductible? for details. 
• The program participant will always need to pay Reliant with a check or money order written from the participant or from a parent with the same last name
• All other checks received by the participants from the donors need to be deposited into the participant's account and a new check must be written to Reliant from the participant. We will not allow students to sign over to Reliant a donor’s check written to them (PAY TO THE ORDER OF RELIANT on the back) because that check from the donor or from their work to the participant is not tax deductible. 
• If a student receives a check from a supporter/donor written directly to Reliant they will need to return the check to the donor and ask them to rewrite the check payable to the student. 
• We will also NOT allow a student to sign over their paycheck to Reliant.  (*In the past this was allowed, but due to new auditing rules we can no longer accept any checks (including paychecks) that have not be written out directly to Reliant. 
  
  

Cash Payments

• Never collect cash.
• If participants have cash they should go purchase a money order (usually costs between $3-$5 at your local grocery store, convenience store or bank) for the exact amount needed and use that in place of cash.
• If cash must be collected from students (as sometimes is the special case of our remote summer programs that lack access to banks and stores) then the administrator will need to go buy a money order on behalf of the student(s) that could only give cash and it should be written to Reliant for that total amount of cash collected from all the individuals.  A note must be attached to that money order detailing the names and amounts for each participant.  Please mark the memo line as “cash payments received”.  These payments will be entered as a cash payment in each of the participants’ records.
• How do I fill out the money order?  If the participant has purchased it, it should be written to Reliant and signed by the participant.  If the LT finance administrator is buying a money order for multiple participant payments, it should be written out to Reliant and then the LT finance administrator should sign the money order and attach the detailed note of names and amounts. 
• All cash received must be submitted to the Reliant Gift Processing Department using the guidelines written above. Do not deposit it into your petty cash. 

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