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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 costs.

• 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 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 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 (after subtracting the first 50 miles) 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 worker is the driver in a carpool: passengers will typically directly reimburse the driver for a portion of the mileage/gas cost by calculating the mileage rate for the ministry travel. The person submitting the expense would then subtract the amount received in gas money mileage from the total amount they are adding of mileage they could have submitted on the expense submission form. In the ministry purpose on the form, add the names of the passengers and their relationship to the worker and the money collected (specify the dollar amount from each listed passenger)
• If the worker is the passenger 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 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 50 miles.

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

• Associate staff may be eligible to reimburse reasonable meal expenses with other Reliant workers, 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 spouse ministry-related meal expenses are usually reimbursable if both roles during the meal can be clearly described as ministry-related. If the 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. Expense Recovery Bonus for 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.
• Include the participant information in the ministry purpose if others were in attendance. (If fewer than 6 people, include first and last names and their relationship to the ministry. If greater than 6 people, include the number of people present and the group's (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. 

• Also, make sure to describe clearly the ministry that occurred 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.