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Associate field staff are not eligible to reimburse computers, cell phones, or equipment (or other "taxable" items for their ministry role), per Reliant's Standards. However, it is common practice for Reliant field staff to lower their employment status to part-time or to Associate (volunteer) status for a short period of time, to build up the balance in the MTD account they are responsible for with Reliant. In this circumstance, the field staff clearly intends to become a full-time Reliant employee in the near future. With the confirmation of the expected hire date (which must be within 90 days of the purchase date of the "taxable" items), Reliant will allow an Associate field staff to submit a request for recovery for the purchase of a taxable item. However, the expense recovery of these taxable items will not be paid out until the field staff is hired and receives a paycheck, thus satisfying Reliant's Standard and our obligation to report the value of the items as taxable income to the IRS.
Include Page | | salaryreimbmanual:90 day Eligibility Extension for Taxable Expense as an Associate International Missionary | salaryreimbmanual:90 day Eligibility Extension for Taxable Expense as an Associate International Missionary
Family Expenses
Expenses incurred related to a Reliant employee's family members (spouses that are not also a Reliant employee/associate and/or children) that coincide with a field staff's job or ministry may potentially be eligible for recovery, but typically only as a taxable expense. If unsure if the family costs are recoverable, prior to purchase, please submit a pre-approval form. As a reminder, Reliant does currently offer Child-Care Reimbursement through our Cafeteria Plan (tax-saving benefit). (See Spouse and Family Expenses for more details.)
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"I would like to request that my April (Year-20xx) reimbursement totaling $X be paid out on X date using the available funds in the MTD account for which I am responsible. I acknowledge that any un-reimbursed funds from this reimbursement will be forfeited and unable to be reimbursed at a future date. "
Unpaid back reimbursements will be retained by Reliant for the remainder of the calendar year in which the expenses were incurred, plus two (2) additional calendar years. Once this period has expired (i.e., after January 31st of that next year, when all expense reimbursements have been completely processed and paid by Reliant), any un-reimbursed back reimbursement expenses will be marked as expired and can no longer be paid. Example: expenses submitted in 2019 are eligible for payment as a back reimbursement until January 31, 2022, if the field staff has raised sufficient funds by December 31, 2021.
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-20xx) reimbursement totaling $X be paid out on X date using the available funds in the MTD account for which I am responsible. I acknowledge that any un-reimbursed funds from this reimbursement will be forfeited and unable to be reimbursed at a future date. "
Unpaid back reimbursements will be retained by Reliant for the remainder of the calendar year in which the expenses were incurred, plus two (2) additional calendar years. Once this period has expired (i.e., after January 31st of that next year, when all expense reimbursements have been completely processed and paid by Reliant), any un-reimbursed back reimbursement expenses will be marked as expired and can no longer be paid. Example: expenses submitted in 2019 are eligible for payment as a back reimbursement until January 31, 2022, if the field staff has raised sufficient funds by December 31, 2021.
Back Pay for ERBs
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It is Reliant's intention that the ERB will eventually be routed through our backpay process. However, Reliant has not fully integrated all of our processes into the new system. Therefore, the explanation below is what we expect to occur in the near future, once the process has been integrated. Until then, the ERBs will still remain in the back Reimbursement bucket until there are sufficient funds to make payment. |
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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