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Reimbursement: Submission of expenses that qualify under IRS guidance as non-taxable reimbursed reimbursable 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.
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As with other taxable wages, estimated income taxes will be deducted from the employee's payroll for the item purchased and recovered using an ERB, based on the employee's current tax settings. To help offset the amount of tax that will be deducted, an automatic 25% bonus will be added to all ERB submissions. for For example, an ERB submission for a $100 expense would result in an ERB of $125 in order to account for the estimated taxes associated with this taxable bonus. Employees may opt out of the 25% bonus for estimated taxes by selecting to exclude the tax bonus in the expense submission.
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Alternative Expense Submission Types
While most expense submissions by field staff will be in the form of either a Reimbursement or an ERB, there are several alternative means of recovering the cost of ministry expenses. They include:
- 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: Field staff may request per diem while traveling opting to receive a daily set amount for travel expenses (lodging and meals) instead of submitting individual expense receipts for those travel expenses.
- Grant: For expenses related directly to a ministry project fund, field staff and associates also have the option of requesting payment through a "Grant" rather than a project fund Reimbursement. (See Reimbursements vs. Grants for more details.) Grants are typically used for the expense of an item that will belong to the broader ministry/project on a long-term basis.
- Support Goal: Certain recurring monthly expenses (e.g., monthly mobile phone service costs) can only be recovered by submitting an updated support goal. We encourage employees to use this benefit to offset recurring monthly costs. Associates are not eligible for this benefit and therefore will not be able to recover certain recurring monthly expenses.
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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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