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Expense Category | Summary of Allowable Costs | Key Details | ||||||||||||||||||||||
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Hotel/Lodging |
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Flight |
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Rental Car/Borrowed Car |
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Mileage/Carpooling |
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Parking & Tolls |
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Other Transportation |
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Covid Testing |
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Travel Fees and Immunizations (short-term international trips) |
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Meals During Travel |
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Weddings and Funerals | If the criteria for the wedding/funeral are met, then airfare, mileage, lodging, rental cars, meals, and other travel-related expenses, etc. can be reimbursed. |
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Conferences, Retreats, and Mission Trips
(Relevant to all Reliant Field Workers)
Expense Category | Summary of Allowable Costs | Key Details | ||||||||||||||||||||
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Conferences and Event Fees | As a general rule, most conferences, retreats, and events are reimbursable, as long as the field workers substantiate why attendance at the event was necessary for their current ministry role. Supervisor approval will be needed when the event is not spiritual in nature or does not obviously relate to a field worker's current role. |
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Mission and Outreach Trips | The fee(s) for the Mission and Outreach Trip are reimbursable. |
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Conferences, Retreats, and Mission Trips
(Relevant to all Reliant Field Workers)
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Conferences and Event Fees | |||||||||||||
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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. |
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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:
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. |
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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:
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 also related links:
- Missionary Reimbursements & Per Diem during events
- Event Advance Purchases (for events using petty cash)
- Reimbursements for the Event Fund (for purchases paid for by an event fund)
- Event Fee Payments Made by Reliant Employee (for instructions on how to pay for summer programs)
- Collegiate Staff Conference Reimbursable Items
Mission and Outreach Trips
The fee(s) for the Mission and Outreach Trip are reimbursable.
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See "Travel Fees and Immunization" under the travel category above 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, sunscreen, swimsuit, specific clothing) are not reimbursable due to the personal nature of the expense. |
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Pre-approval is required if the trip is not sponsored by a local church/ministry location. 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.) |
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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 workers are traveling in case of an emergency in the ministry location. Also review Travel Insurance. |
Review Children of Reliant Missionaries participating in/attending International Event
Spiritual and Ministry Planning Retreats
Spiritual and Ministry Planning Retreats are intended to be dedicated, focused, and intentional times of immersion in the Word, prayer, and/or ministry preparation. Costs associated with the retreats may be reimbursed with pre-approval.
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Expenses for Spiritual and Ministry Planning Retreats do not go on a normal expense submission form. There is a separate form just for expenses related to this category
Review Children of Reliant Missionaries participating in/attending International Event |
Spiritual and Ministry Planning Retreats
Spiritual and Ministry Planning Retreats are intended to be dedicated, focused, and intentional times of immersion in the Word, prayer, and/or ministry preparation. Costs associated with the retreats may be reimbursed with pre-approval.
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| Needed for Submission | |
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 limits:
If the spiritual retreat occurs 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. |
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Key Change to the Standard: All expenses for spiritual and ministry planning retreats now are submitted on a separate form. |
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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. |
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Key Change to the Standard: The total max amount is now $1,500 instead of $1,000. |
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Office Expenses
(Relevant to all Reliant Field Workers)
Expense Category | Summary of Allowable Costs | Key Details | |||||
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Supplies | Due to the different job responsibilities of Reliant Employees, the types of supplies used for ministry purposes are vast and varying. It is the field worker's responsibility to use discretion when purchasing supplies to ensure the items are truly reasonable and necessary for ministry expenses. |
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Office Expenses
(Relevant to all Reliant Field Workers)
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Supplies | |||||
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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:
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Always thoroughly explain the ministry purpose of the items, as they relate to the ministry role to enable Reliant to make an informed decision about whether or not to approve expenses for reimbursement. |
- Office rent is reimbursable when used exclusively for ministry purposes.
- An office that is only partially used for ministry purposes cannot have rent reimbursed through Reliant
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A receipt is required for all rent expenses in order for reimbursement
In most cases of office rent, please email the reimbursement coordinator (reimbursements@reliant.org) before incurring these expenses, to ensure a proper understanding of the reimbursement guidelines.
Postage/Shipping/Fax
Postage, fax, and shipping expenses associated with your ministry role are reimbursable.
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Please limit bulk purchases to 4 months' worth of inventory to be stored at any given time.
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Printing & Copies
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Other Ministry Expenses
(Relevant to all Reliant Field Workers)
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Equipment | Recoverable as 75% nontaxable Reimbursement and 25% taxable ERB.
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Office Rent |
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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 above under the Associate drop-down for more details). |
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Key Change to the Standard:
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A receipt is required for all rent expenses in order for reimbursement In most cases of office rent, please email the reimbursement coordinator (reimbursements@reliant.org) before incurring these expenses, to ensure a proper understanding of the reimbursement guidelines. |
Postage/Shipping/Fax
Postage, fax, and shipping expenses associated with your ministry role are reimbursable.
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Please limit bulk purchases to 4 months' worth of inventory to be stored at any given time.
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Printing & Copies
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Other Ministry Expenses
(Relevant to all Reliant Field Workers)
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Equipment |
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Meals (not associated with a ministry trip) |
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Books | Books that are ministry-related (they do not need to be religious in nature). |
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Some other continuing education expenses can also be recovered through an Expense Recovery Bonus, such as school-required health checks and immunizations and related travel costs associated with continuing education. |
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Counseling |
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Gift-giving is sometimes required to further the ministry of Reliant. Gifts purchased must be clearly ministry-related, and also help further that specific Reliant ministry.
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Gift Cards | A gift card given by a Reliant employee to donors may be reimbursed with a valid ministry purpose but annual limits for giving (see "gifts" above) apply. As a Standard, Reliant does not allow field staff to give gift cards to other field staff (employee or associate). |
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Professional Fees | Professional fees paid to companies, agencies, or individuals for services necessary to conduct ministry are reimbursable.
| Recreation Expenses |
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Recreation Expenses | Use discretion when submitting requests for reimbursement of recreation expenses. Reliant will carefully review such requests but will not reimburse expenses that are not clearly ministry-related and that do not follow the Standards for reasonable, necessary, etc. | Weddings and Funerals | If the criteria for the wedding/funeral are met, then airfare, mileage, lodging, rental cars, meals, and other travel-related expenses, etc. can be reimbursed. |
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