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 Note: Reliant reserves the right to determine whether or not an expense fulfills the above criteria and to decline reimbursement of expenses that do not meet the criteria. 

Add ME bonus purpose

Submission Request Types

Payment of a ministry expense may be done through the following four types of submission requests:

• Reimbursement: Submission of expenses that qualify under IRS guidance as non-taxable reimbursed business expenses is referred to as a “Reimbursement.” Please note that, although Reliant Reimbursements are processed in such a way that they are not included in the employee's taxable income, the employee bears ultimate responsibility for her/his income tax return(s), including the proper tax treatment of all payments received from Reliant, and should consult with her/his tax adviser as needed to determine the appropriate reporting and treatment of such payments.
• Expense Recovery Bonus: Submissions requesting recovery of expenses that do not qualify for non-taxable reimbursement under the IRS guidance are referred to as “Expense Recovery Bonus”or ERB. ERB payments take the form of a bonus which will be treated as additional taxable wages (compensation) for the field staff. Due to the fact that only paid employees can receive a taxable bonus, associatesare not eligible to submit a request for an ERB. Add 20% bonus.
• Expense Advance: Field staff may request advance payment for anticipated reimbursable expenses through an "Expense Advance." Advances are not available in all cases but will be considered for approval on a case-by-case basis.
• Per Diem:
• Grant: For expenses related to a ministry project fund, field staff also have the option of requesting payment through a "Grant" rather than a Reimbursement. Grants are often used for the expense of an item that will belong to the broader ministry/project fund intends to retain (rather than the individual) on a long-term basis. (See Reimbursements vs. Grants for more details)

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Add sufficient funds section and per diem and advances

Relevant Forms

All expense submissions should use the appropriate form, each of which is listed below with accessible links. Please open a brand new form for each month's expense submission (rather than copying a form that has previously been submitted) in order to ensure the use of updated forms and to aid accurate and timely expense processing.   

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• Current approved Expense Submission Request Forms are required for expense submission.
  • U.S.  Expense Submission Form
  • International Expense Submission Form
  • Continuing Education Form
• Expense Advances, primarily relating to large, expected travel expenditures, will be considered on a case-by-case basis.
• Exception Requests are available for submission in the event of a denied Reimbursement or a late submission. 
• Add link to grant form here
• Add link to per diem here

Included on the form with each expense should be:

An explanation for each expense submitted, including:

• Description of the expense
• Whom the item is for:
  • First and last names of the people involved
  • The ministry relationship of the person(s) to the field staff. If expense relates to five or more people, list them as a group with the specific number in the group (e.g. 12 ministry partners). Actual names are not necessary for groups of five or more people. Otherwise, use of actual first and last names is required, if the relationship is not uniform.
  • Specific ministry purpose of the expense (be as detailed as possible). For more secure locations, please see Secure Lexicon for more details. 
  • Cost of the item (the portion of the cost that is ministry related if not 100%)
  • Date of the expense (a new Reimbursement form is needed for each month in which an expense is incurred) 

Itemized original receipts and other appropriate substantiating documents

*Please refer to all Reimbursement Standards below, which detail receipt information and other specific criteria.

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Reliant will pay approved Reimbursements and Expense Recovery Bonuses following the Order of Pay, which includes: SARAH, 1) SHOULD THE "SUFFICIENT FUNDS" SECTION PRECEDE THIS? 2) I THINK PERHAPS WE SHOULD LIST THE FULL ORDER OF PAY HERE AND HIGHLIGHT WHERE REIMBURSEMENTS AND ERBs FIT

1. Expense Recovery Bonus
2. Back Pay (if applicable), including back pay accrued by either spouse, if married. Back Pay includes previously submitted Expense Recovery Bonuses waiting for funding as long as the bonus remains eligible for Back Pay (See Back Pay for Bonus below for more detail)
3. Back Reimbursements (formerly known as cabinet expenses) are unpaid Reimbursements waiting for funding and paid in the order they were received as long as the Back Reimbursements remain eligible for Reimbursement (See Back Reimbursements below for more detail)
4. Reimbursements are paid in the order they are received

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• What was purchased
• Total amount paid
• Date
• Name of the company (or person) that was paid
• Name of field staff (if applicable such as for a flight or hotel)

Hand-Written Receipts

SARA, IS THERE A SPECIAL FORM FOR COMPLETING HAND-WRITTEN RECEIPTS?

On the rare occasions when a field staff is unable to obtain a formal itemized receipt, hand-written receipts are acceptable as long as they contain the following information:

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If a Reliant field staff pays an individual for a portion of an expense that requires a receipt (and the portion exceeds $75), he/she will need to submit two receipts.  This includes both a copy of the original receipt with the full expense amount listed from the individual who collected the money and paid for the full expense as well as a hand-written or mobile/banking app receipt for the portion paid to the individual. These two receipts provide Reliant with sufficient documentation of transactions. The expense submission should include all details required for the hand-written or mobile/banking app receipts as detailed above. 

Guidelines by Expense Type

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