Page History
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| Standard Name: | Reimbursement and Expense Recovery Bonus Standard |
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| Relevant Policies: | Reimbursement and Expense Recovery Bonus Policy |
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The new Reimbursement and Expense Recovery Bonus policy and standard will be effective January 1, 2023. |
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General Guidelines
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Key Change to the Standard: In In order to have fewer taxable expenses added to field staff payrollreimbursements considered as taxable wages, Reliant has removed the monthly phone bill expense category from the taxable ME bonus. Paid employees may now submit a one-time Monthly Phone Reimbursement request through their support goals goal to recover monthly phone payments through a non-taxable monthly reimbursement. |
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Key Change to the Standard: Expense Recovery Bonus (ERB) is the new term for what was formerly known as a taxable reimbursement. These bonuses are now being routed through payroll rather than through the reimbursements queue. An unpaid bonus due to insufficient funds is now short-checked and held in the backpay queue. Please review the Order of Pay below for more detail. |
Sufficient Funds
Sufficient Funds
Expense submission requests for field staff are typically paid from the MTD account for which the Expense submission requests for field staff are typically paid from the MTD account for which the field staff or associate is responsible. Expenses for projects/ministries are paid from project funds. Sufficient funds are required before payment for the expense submission is received and order of pay (see below for more details) for paid employees must be followed. (See also "Lack of Funding for Reimbursements and ERBs" below for details on what occurs when sufficient funds are not available.)
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Reliant also manages funds for ministries, non-profits, and churches as well as funds for individual MTD accounts. When an expense is not related directly to a field staff's specific job role , but is more directly related to a project or ministry, a project fund Reimbursement can be submitted. Reimbursements from a project require all the same documentation as those from an MTD account and are processed according to the same submission deadlines. Project fund reimbursements also require approval by a designated signer for the fund.
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- Expense Recovery Bonus
- 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)
- 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)
- Reimbursements are paid in the order they are received
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As a reminder, timecards must be up to date for hourly employees to be eligible for receiving reimbursements and expense recovery bonuses. |
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Key Change to the Standard: |
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| As a reminder, timecards must be up to date for hourly employees to be eligible for receiving reimbursements and expense recovery bonuses Key Change to the Standard: Terminology has changed wherein "Back Reimbursement" was formerly known as a "cabinet expense". A Back Reimbursement is a reimbursement that is held back from paying due to a lack of sufficient funds. If there are multiple back reimbursements they are put into a queue and are paid in the order from which they are received. |
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Lack of Funding for Reimbursements and ERBs
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Back Reimbursement
If the funding source (i.e., MTD account for which a field staff is responsible or approved project fund) does not contain sufficient funds to provide full reimbursement for the amount on an expense submission request form, Reliant will hold the form and delay reimbursement, storing the expense submission as a "back reimbursement" until sufficient funds are available in the funding source, according to Reliant's order of pay protocol. If a field staff has more than one back reimbursement, they will be paid out in the order in which the reimbursement submissions were received once funds become available for the whole amount of each individual reimbursement.
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If funds are not available to pay an ERB, then Reliant will short-check those ERBs and include them with backpay, in accordance with Reliant's approved order of pay. In the order of pay, Expense Recovery Bonuses take precedence over Reimbursements, in accordance with IRS requirements. Back pay is eligible for compensation/payment during the year in which it is incurred plus two additional years. For example, if an ERB is submitted in March 2019 and the funding source lacks sufficient funds to pay it, the back pay resulting from the ERB is eligible to be paid until December 31, 2021.
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Key Change to the Standard: Expense Recovery Bonus (ERB) bonuses are now being routed through payroll rather than through the reimbursements queue. An unpaid bonus due to insufficient funds is now short-checked and held in the backpay queue. Please review the Order of Pay above for more detail. |
Exiting Employment with Unpaid Reimbursements
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