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• If an additional hotel room is needed to accommodate room for family members that would not have been originally needed by the field workers, that additional room can only be recovered through an ERB. Remember to review non-employed spouse and family travel in the Reimbursement and Expense Recovery Bonus Standardcosts.

• The full version of the hotel receipt that includes the field worker's name and receipts must be submitted for all lodging, regardless of amount.
• Choose to submit the receipt either on the month it was purchased or the month in which the travel takes place, since both dates are found on the receipt. 
• Remember, if lodging was shared with others, please follow the instructions above for shared expenses as two receipts will then be needed.

Redeemed travel points cannot be reimbursed as a cash payment. Only the amount paid in cash after redeeming points can be reimbursed.

Remember, Reliant needs the full version of the flight receipt that includes the field worker's name, itinerary, and the amount paid.

Review non-employed spouse and family travel costs above.

Choose to submit the receipt either on the month it was purchased or the month in which the travel takes place , since both dates are found on the receipt. 

Rental Car:

• Remember, Reliant needs the full version of the rental car receipt that includes the field worker's name.
• Any costs associated with a rental car (fuel/insurance) need to be submitted with a copy of the associated rental car receipt.
• If submitting your rental car fuel receipts on a different form submission than the one that includes the rental car receipt, please include a copy of the rental car receipt for reference as part of the receipt submission and specify that the rental car submission was already previously submitted so that the reimbursement is not duplicated. 
• Choose to submit the receipt either on the month it was purchased or the month in which the travel takes place , since both dates are found on the receipt. 
• Remember if a rental car was shared with others, please follow instructions on the Reimbursement and Expense Recovery Bonus Standard for the instructions for shared expenses.

Borrowed Car:

• For a borrowed car, a fuel receipt is needed along with the trip's start/end location. 
• In the ministry purpose section on the form, also add the full name of the person from who you borrowed the car and their relationship to you, total driving distance, and locations traveled.

Reliant offers guidance when deciding on Auto and Rental Car Insurance

Reminder: Mileage cannot be reimbursed for the rental car or borrowed car

Mileage:

Total mileage along with the trip start/end location is needed.

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

Carpool:

The above submission rules apply and...

• If the driver driver is in a carpool: passengers will typically directly reimburse the driver for a portion of the mileage/gas cost, calculate the mileage rate for the ministry - travel, and subtract the amount received in gas money. In the In the ministry purpose on the form add the names of the passengers and their relationship to you and the money collected (specify the dollar amount from each listed passenger)
• If the passenger passenger is in a carpool, when driving in another person's vehicle, reimbursement for the money given to the car owner for the passenger's portion of mileage cost may be reimbursed. The amount submitted for reimbursement cannot exceed the approved mileage reimbursement rate multiplied by the number of ministry miles driven. Enter only the mileage amount that adds up to the cost being submitted for reimbursement on the form.  A hand-written/emailed receipt from the car owner is required if more than $75 (please follow directions on the Standard for what is needed when submitting a hand-written receipt and also include the locations travel (to/from) and the total mileage amount on the receipt.) 

Associates are able to reimburse any ministry-related mileage.

Paid employees may not reimburse local mileage in any way other than through the support goal submission. If an employee opted out of the support goal request, they have forfeited the benefit of receiving reimbursement for local mileage. Ministry-related auto mileage in excess of commutes to normal places of work/ministry is reimbursable. 

Key Change to Standard: In the past, the limit was defined as 100 miles away from home. The Standard has changed to be outside of normal commute and outside the metropolitan area in which the field worker resides50 miles.

Local parking costs under $10 as well as parking permits should be included in the support goal request for monthly expenses and are not reimbursable.

Key Change to the Standard: Reliant has been advised that local parking/parking permits are considered taxable. Therefore, only employees can recover this expense through a support goal submission request. 

• Associate staff may be eligible to reimburse reasonable meal expenses with other Reliant staff as long as there is a valid ministry purpose where the associate is performing their associate ministry role and the meal is not primarily social/fellowship in nature. Associate meals are reimbursed at the discretion of Reliant.
• Employee and their spouse ministry-related meal expenses are usually reimbursable if both roles during the meal can be clearly described as ministry related. If spouse attended but did not participate in the ministry work, the spouse portion of the meal would be taxable. Children's meal expenses are always taxable. Taxable reimbursement of spouse and family meals is a benefit and can be used when needed, in order to be able to fulfill the ministry role. This is meant to be an infrequent occurrence rather than a regular practice. 

• Add the type of meal (breakfast/lunch/dinner) and the location of the meal.
• Also, include the participant information in the ministry purpose if others were in attendance. (If fewer than 6 people include the first and last names and their relationship to the ministry. If greater than 6 people include the number of people present and the group (or groups) relationship(s) to the ministry. 
  • If the meal is with another Reliant staff, please include in the ministry purpose "Reliant staff member serving at X location" 
  • Always provide a legitimate reason why spouse or family members were present at the meal. Itemize the meal expenses for spouse and family members that exceed the cost that would have been incurred if eating alone. Or, list these taxable spouse/family expenses as a percentage of the total meal expenses. 

• Make sure to also clearly describe the ministry that happened and how the meal was related to the overall ministry appointment, even if the majority of the ministry happened slightly outside of the meal.

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  If over $75, remember to include both the itemized receipt and the credit card receipt showing the tip with your submission.  Alcohol may not be purchased using Reliant funds. (To simplify the reimbursement process, we suggest purchasing alcohol on a separate bill from the meal being reimbursed.) If it was included on the same bill, subtract the cost of the alcohol from the reimbursement total and add a note explaining why the request to reimburse is less than the total amount on the receipt.

  
  

Conference, retreat, and event expenses incurred by a Reliant associate spouse when he/she fully participates in the event are reimbursable under most circumstances unless the spouse divides time between ministry participation and caring for children’s needs. In that case, the spouse’s event expenses may be eligible as a taxable ERB.

If a spouse is not employed or an associate with Reliant, their conference fee will be taxable and recovered through an ERB when the presence and participation of the spouse are requested by your local church or ministry.

Family can be an instrumental part of daily ministry activities and are encouraged to participate in specific family-friendly events. For children's expenses to be eligible for recovery through an ERB, a child must have resided in the home for at least half the year and is either:

• Under the age of 19 at the end of the year in which the event occurs;
• Under the age of 24 at the end of the year in which the event occurs, and is a full-time student
• A child with permanent disabilities who relies on you on a daily basis. 

Reliant-approved ministry events where family participation is required and where the events are specifically geared to the education or care of the family as a whole or as individual members are eligible for recovery through ERB.

In the ministry description on the form, add the specific name of the conference/retreat/event and explain why attendance was necessary as it relates to the ministry role.

The receipt should state:

• Name of the event and dates the event was held
• Cost of the event 
• Name and contact information for the organization or ministry that collected the fees. 

Event receipts must be itemized to show the event cost plus any additional charges for food or items such as T-shirts, etc. If this breakdown is not included on the receipt, write notes on the submitted receipt detailing the breakdown of costs included in the total amount. 

See "Travel Fees and Immunization" under the travel category for what other related expenses can be reimbursed or recovered

Personal supplies for a mission trip that are needed for that specific location (bug spray, suncreensunscreen, swimsuit, specific clothing) are not reimbursable due to the personal nature of the expense. 

Pre-approval is required if the trip is not sponsored by a local church/ministry location. 

Supervisor approval is required in order for any related trip expenses to be reimbursable. 

Reliant field workers are required to raise all funds through Reliant for any mission trip, even if the mission trip is sponsored by their local church or another ministry organization. (See Mission Trip Fundraising Policy for Reliant Missionaries.) 

A receipt is needed for all mission trip fees from the mission organization, regardless of the amount. In case of multiple or installment payments, submit a receipt for each payment. 

Please review  Travel Notification Procedure  and fill out the appropriate form for either individual or group travel. It is important that the Reliant office knows when and where field staffs are workers are traveling so that we can quickly contact in case of an emergency in the ministry location when traveling. Also review Travel Insurance.

The role(s) of Reliant field workers is often associated with unique demands and challenges that come with being a minister of the Gospel. Being able to take a day, or several days, away from normal routine to pray, seek the Lord, plan for future ministry, and study the Word can be instrumental for staff.

Having the opportunity to take a spiritual/ministry planning retreat is not a guaranteed benefit. Spiritual and Ministry Planning Retreats need to be pre-approved by a supervisor and added to a Personal Development Plan at the beginning of each year. They should be required by the local ministry as part of developing the ministry of the field staff member.

Spiritual and Ministry Planning Retreats are not intended for general refreshment/relaxation/recharge time alone, or with a spouse (Reliant's PTO policy better suites that purpose), nor are they considered an official Reliant sabbatical (see the Reliant sabbatical guidelines). 

All spiritual and ministry planning retreat expenses must be submitted on the spiritual and ministry planning retreat form. The expenses should be entered according to their individual expense categories.

Mileage to and from a retreat location, lodging, meals, and a recreation activity (such as state park admittance, etc.) can be reimbursed with the following two max limits:

• A max of 5 days are is eligible for reimbursement per year, regardless if the retreat is quarterly, bi-annual, or annual. (The 5 days can be spread throughout the year.)
• $1500 max total reimbursement is available for all travel and expenses related specifically to a spiritual and ministry planning retreat. 

If the spiritual retreat happens within a sabbatical plan there is no max amount/days cap.

A Personal Development Plan should be linked to the submission of expenses with the supervisor's approval.

Key Change to the Standard: A personal development plan is now needed to explain how the field worker will be using the spiritual and ministry planning retreat to develop in their role as ministry-worker. Local supervisor approval is also required.

Key Change to the Standard: The total max amount is now $1500 instead of $1000.

Items that maintain material personal value, in spite of regular ministry usage, are generally deemed taxable.

Supplies purchases where the item is donated to the local church after being used for the initial ministry purpose may be reimbursable as non-taxable if the following guidelines apply:

• The total cost of items must not exceed $200.00, including taxes and shipping costs.
• Clearly document the decision to donate item items to the local church on the reimbursement.
• These purchases and donation agreements with the church should be an infrequent scenario 
• Email the Reliant Reimbursement Coordinator (reimbursements@reliant.org  ) before the purchase to make sure it’s acceptable as a reimbursement rather than a grant.

Always thoroughly explain the ministry purpose of the items as it relates to the ministry role to enable Reliant to make an informed decision about whether or not to approve expenses for reimbursement.

• Postage stamps to be used for ministry purposes.
• Fax charges for documents necessary for ministry.
• Shipping charges for shipping items (such as gifts) exclusively for ministry purposes.
• Employed Missionaries Only (not Associates) may reimburse passport postage non-taxably in this section.

There is no max limit for the purchase of equipment. There is also no limit for how often equipment can be purchased, but remember to follow the Standard criteria for what is reasonable and necessary specific to the ministry role. 

Employees or Associates may submit an exception request for a fully non-taxable equipment expense recovery by explaining how the equipment is 100% necessary to perform ministry-related work and provides only marginal or no personal benefit (such as stat phones).

Equipment is a category that has a high amount of reimbursements purchased for church/ministry projects. Equipment (such as sound equipment, lights, and projectors) that will be stored and primarily used by the church/ministry should be reimbursed using a project fund.

Sat phones for International secure locations are categorized as equipment rather than phones. Sat phones are 100% non-taxable due to the necessity of the purchase for the ministry and associated safety concerns related to the ministry location. 

For Field Staff working over 20 hours/week and intending to remain full-time (over 20 hours) with Reliant for at least 12 months after the equipment or furniture is purchased. 

Part-time field staff working fewer than 20 hours a week are not eligible for purchasing equipment. An appeal may be made through an exception request.

Associates are not eligible for purchasing equipment due to the taxable component. 

However, there is a 90 Day Eligibility Extension for Taxable Expenses as an Associate (please review the Standard for more details).

Key Change to the Standard: 

• No max limit (there used to be assigned limits per type of equipment)
• Can now purchase equipment as needed (it used to be only every 2 years for each type of item)
• Equipment is now 75% nontaxable and 25 taxable. It used to be 100% taxable
• For full-time workers intending to remain on staff for at least 12 months

Normal meals with co-workers are not eligible to be reimbursed through normal reimbursement but should be included in the recurring expense through support goal submission. 

Alcohol may not be purchased using Reliant funds. (To simplify the reimbursement process, we suggest purchasing alcohol on a separate bill from the meal being reimbursed.) If it was included on the same bill, subtract the cost of the alcohol from the reimbursement total and add a note explaining why the request to reimburse is less than the total amount on the receipt.

• Associate staff may be eligible to reimburse reasonable meal expenses with other Reliant staff as long as there is a valid ministry purpose where the associate is performing their associate ministry role and the meal is not primarily social/fellowship in nature. Associate meals are reimbursed at the discretion of Reliant.
• Employee and their spouse ministry-related meal expenses are usually reimbursable if both roles during the meal can be clearly described as ministry related. If a spouse attended but did not participate in the ministry work, the spouse's portion of the meal would be taxable. Children's meal expenses are always taxable. Taxable reimbursement of spouse and family meals is a benefit and can be used when needed, in order to be able to fulfill the ministry role. This is meant to be an infrequent occurrence rather than a regular practice. 

Key Change to the Standard: The dormitory meal plan passes increased from $160/semester to $480/semester.

• Add the type of meal (breakfast/lunch/dinner) and the location of the meal.
• Also, include the participant information in the ministry purpose if others were in attendance. (If fewer than 6 people include the first and last names and their relationship to the ministry. If greater than 6 people include the number of people present and the group (or groups) relationship(s) to the ministry. 
  • If the meal is with another Reliant staff, please include in the ministry purpose "Reliant staff member serving at X location" 
  • Always provide a legitimate reason why a spouse or family members were present at the meal. Itemize the meal expenses for spouse spouses and family members that exceed the cost that would have been incurred if eating alone. Or, list these taxable spouse/family expenses as a percentage of the total meal expenses. 

• Make sure to also clearly describe the ministry that happened and how the meal was related to the overall ministry appointment, even if the majority of the ministry happened slightly outside of the meal.

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  If over $75, remember to include both the itemized receipt and the credit card receipt showing the tip with your submission.

  
  

Add the book title along with why it was needed for your ministry to the ministry purpose section of the expense submission form

Books given as Gifts or textbooks for Continuing Education are reimbursed in those expense categories.

Key Change to the Standard: The author of the book is no longer needed on form submission.

Needs pre-approval through continuing education form before reimbursement can be submitted

All continuing education expenses must be submitted using the Continuing Education form. 

Employees working 20 hours or more per week are eligible for this benefit.

Hourly employees may be eligible upon receiving special approval.

Associates are not eligible.

Types of Gifts: (See Ministry Gifts for more details)

For donors, gifts must be clearly related to ministering to that person or showing sincere appreciation for their charitable giving or given as a uniform gift to a large group of donors. 

• Hostess gifts/Appreciation gifts
• Sympathy gifts
• Group gifts
• Token gifts/prizes
• Corporate Gifts (Applicable for Events or Departments)
• Giving of Money and/Or Donated Goods to People/Ministries

*See details on Gift Cards in the separate expense category below.

Gifts to other Reliant staff (employees or associates) cannot be reimbursed.

Annual limits for giving: The Reliant Missionary is responsible to keep a record of the dollar amount of the gifts given to individuals over the course of the calendar year.

The cost of the gift is generally considered to be the value of the gift. Incidental costs (not adding substantial value to the gift), such as packaging, mailing, insurance, postage, etc. are excluded. 

• $25 per recipient per calendar year for ministry contacts that are not Reliant donors
• $15 per Reliant donor per year  
  • Reliant maintains a lower limit for donor gifts because one Reliant donor could potentially receive gifts from several different Reliant missionaries. 
  • If a husband and wife give as separate Reliant donors, the limit is $15 for each person per calendar year. If they give as a couple, the limit is $15 for the couple. 

Include in the ministry description, the first initial and last name of the gift recipient as well as the relationship of the recipient as part of the ministry role and the specific ministry purpose of the gift. 

Group items, given to 5 or more people: 

• If the group is made up of people who share a uniform relationship to with the field worker, list them as a group with the a specific number of people and a description of their ministry relationship. Example: "12 ministry partners."
• If the group is made up of people who have different relationships with the field worker, list each person's first initial and last name. 

For gift cards received by a Reliant employee...

Key Change to Standard: Reliant employees no longer have to turn in gift cards that they receive. See Gift Cards for more details.

Key Change to the Standard: Reliant will no longer reimburse gift cards given to other Reliant employees or associates. In the past, Reliant would allow the gift card to be reimbursed but would then add it to the other Reliant employee's payroll as taxable income. 

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. 

Helpful Guidelines:

• Fees for recreation activities such as bowling or mini golf should cost less than $20 and be connected to a valid ministry occurring before, during, or after the activity
• Golfing fees, are limited to $50 per occurrence when the purpose is exclusively the development of a major donor contact (gives $1000 or more) or a potential board member.
• Due to the pandemic and the increase of social distancing and online social networking, online gaming platforms (only if the primary use of the subscription or purchase is to maintain ongoing personal connections with ministry contacts such as the case with Collegiate or Highschool ministry) may be recovered through an Expense Recovery Bonus with a max recovery of $75/month.

These recreation expenses are not reimbursable: Gym members, admission to theme parks, recreation for general fellowship with ministry contacts, etc. 

Expenses incurred by a Reliant Employee related to attending a wedding must meet these criteria in order to be reimbursable.:

• The employee must be either officiating the wedding, or performing a special music, as an extension of their Reliant ministry role (family events excluded)
• If the field worker is not officiating or performing special music (just attending the wedding as a guest) the employee must have performed pre-marital counseling as part of their role as a Reliant field worker. The pre-marital counseling must have occurred prior to the wedding and on numerous occasions in order for expenses to be reimbursable. 

Expenses incurred during attendance at a funeral as part of a ministry role with Reliant (family events excluded), may be eligible to reimburse expenses. 

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. 

• Example: American Association of Christian Counselors (AACC)

• Reliant's current coverage is $1 million per claim, with a total aggregate annual limit of $3 million.
• Premiums for one year in excess of $1,000 would require pre-approval from Reliant management.

• Paint for walls can be reimbursed as a "supply".
• Lighting, decordécor, and plants can be recovered as partially taxable as "equipment and furniture" through an ERB. Please keep expenses under $200 per item.
• For carpet or flooring, please call the Reliant office for pre-approval.
• Furniture costs can be recovered a as partially taxable under the "Equipment and Furniture" category above.