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Most professional fees paid to companies, agencies, or individuals for services necessary to conduct ministry in the country where field worker is assigned are reimbursable. 

Expense Category

Summary of Allowable Costs

Key Reminders

Bank Fees

  • Bank Fees incurred by International field worker as they travel back to the US or other countries for ministry purposes. 
  • Bank Fees incurred  in situations where the safety of a Reliant International worker is a concern, or in which local banking options are either not allowable or unadvisable (e.g. due to the secure nature of their ministry role.) 


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International workers are encouraged to utilize debit and credit cards when reasonable. For ideas of credit cards with low transaction fees see International Finance FAQs.


Counseling
  • Counseling is normally not reimbursable. However, there is a counseling bonus available to International workers (See International Bonuses)
  • Short-term counseling is available through Reliant's Employee Assitance Program for those enrolled in Reliant's International insurance. 
  • In the event of an international crisis situation, International field worker may qualify to receive crisis counseling for a pre-approved duration paid for by Reliant. 

See also: Stewardship of Health and Healthcare Resources

International MileageWhen the cost of operating a motor vehicle in the international field worker's country of ministry exceeds that of the United States, international field worker may reimburse ministry-related mileage at a rate that exceeds the United States IRS’s approved mileage reimbursement rate. 


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Note that the additional amount above the IRS rate will be added as an Expense Recovery Bonus (taxable). 

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titleNeeded for Submission

Total mileage along with the trip start/end location is needed.  Document the basis for the higher mileage rate being utilized.

Be sure to subtract any personal mileage for any side trips during business travel, from the total mileage, you submit for reimbursement.

Choose your desired additional mileage rate (select miles or kilometers), on the International reimbursement form


Note

Key Change to the Standard: Additional mileage amount above U.S. mileage rate is now taxable.

Professional Fees





Language Classes


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A W-9 is no longer required to be collected from a vendor for a professional fee.

Note

Key Change in Standard: Reliant no longer needs the field worker to collect a W-9 from a vendor (for Reliant to send the vendor a 1099 for that year) if the vendor is paid by the Reliant field worker (in the form of a reimbursement) and not sent payment directly from Reliant. 



Tutoring


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titleKey Details

A W-9 is no longer required to be collected from a vendor for a professional fee.

Note

Key Change in Standard: Reliant no longer needs the field worker to collect a W-9 from a vendor (for Reliant to send the vendor a 1099 for that year) if the vendor is paid by the Reliant field worker (in the form of a reimbursement) and not sent payment directly from Reliant. 



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titleLanguage Classes
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titleTutoring
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titleTranslator Fees

Oral translator fees are reimbursable.

Written translator fees, depending on the nature of the materials, may be reimbursed with prior approval.



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Pre Pre-approval may be obtained by sending an email to reimbursements@reliant.org.

A W-9 is no longer required to be collected from a vendor for a professional fee.

Note

Key Change in Standard: Reliant no longer needs the field worker to collect a W-9 from a vendor (for Reliant to send the vendor a 1099 for that year) if the vendor is paid by the Reliant field worker (in the form of a reimbursement) and not sent payment directly from Reliant. 




Legal Fees


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titleEstate Planning
  • Will Preparation-International field worker are allowed to reimburse fees related to required will preparation up to $1000 per family. This amount is taxable and can only be recovered through an ERB. 


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titleTax Preparation
  • Tax preparation-Reliant recognizes that some of our field worker have complex tax situations. Thus, we allow International worker to reimburse up to $350 for fees related to tax preparation and consultation annually. However, this amount is taxable and can only be recovered through an ERB. 



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A W-9 is no longer required to be collected from a vendor for a professional fee.

Note

Key Change in Standard: Reliant no longer needs the field worker to collect a W-9 from a vendor (for Reliant to send the vendor a 1099 for that year) if the vendor is paid by the Reliant field worker (in the form of a reimbursement) and not sent payment directly from Reliant. 






Immigration Fees

Reimbursable costs include visa fees and necessary documentation, postage, photos, etc. for ministry-related international travel.

Costs recoverable to international field workers through an ERB include:

  • U.S. Passport fees and necessary documentation, postage, photos, etc.
  • International driver's license fees- initial and renewal
  • Immigration fees for family
  • Related travel for visa runs, etc. for family members


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When reimbursing immigration fees, please fully explain how they relate to the ministry role: International placement; leading an international mission trip; overseeing international worker; etc.



Immunizations, Vaccinations


To the extent not covered by Reliant health plans, pre-field physicals, vaccinations, and immunizations (including oral vaccinations with a prescription) required for international placement or internship can be recovered through an ERB


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titleNeeded for Submission

Please include a clinic or doctor’s receipt showing the immunization type and amount you paid. 



Stat PhoneThis communication device is required as part of the Item Preparation International Risk Levels and will be a non-taxable expense.


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Stat phones are 100% non-taxable due to the necessity of the purchase for the ministry and associated safety concerns related to the ministry location. 

Stat phones for international secure locations are categorized as equipment rather than phones.



Storage FeesReimbursement may be requested for storage costs for personal items that are being stored in the U.S. while the worker serves at an international assignment when connected to an international move.


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titleEligibility

To be eligible for this reimbursement, the missionary must be hired with the intention of being employed at their overseas ministry location for one year or longer. 

A receipt is required for this reimbursement, regardless of the dollar amount.



VPNA VPN is highly recommended for international workers to purchase to ensure security for website usage.

See Encryption, Privacy, and Online Security 

Moving, Vehicle, Hardship, etc.There is a specific International Bonus designed to recover personal expenses for International workers that are not eligible for submission on the International Expense Submission Form.


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Personal expenses related to moving, vehicles, etc. can be recovered through the International Bonus. 

Receipts are not used for requesting the bonus. The bonus can be received prior to the purchase of the expense.


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