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Standard Name: | Reimbursement and Expense Recovery Bonus Standard |
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Relevant Policies: | Reimbursement and Expense Recovery Bonus Policy |
Relevant Forms: | (new link)Available January 2023 |
Creation Date: | December 2022 |
Last Revision Date: |
General Standards
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Links for Applicable Expense Submission Forms Current approved Expense Submission Request Forms are required for expense submission.
Expense Advances, primarily relating to large, expected travel expenditures, will be considered on a case-by-case basis. International Expense Allowance is available to International workers for expenses not eligible for inclusion on the International Expense Submission Form and not included in their monthly salary. The amount can be received before the expense purchase, as receipts are not used for requesting the amount. Moving Allowance is available to U.S.-based employees incurring moving costs for moving from one ministry location to another Exception Requests are available for submission in the event of a denied submission or to request special exceptions Grants are available for expenses related directly to a project fund. The full grant process involves submitting a grant request and following the Board's policy on grant reporting Per Diem (U.S.) & Per Diem (International) is available to use for travel expenses incurred during longer periods of travel (5 days or more) Support Goal- support goal submission is specific to program teams. Please reach out to the appropriate program liaison for assistance With each expense submitted on the relevant form, there should be:
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Expense Category | Summary of Allowable Costs | Key Details | |||||||||||||||||||
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Ministry Expense (ME) Bonus | The ME Bonus is for field staff to cover routine, ongoing ministry expenses. Staff may request the following through support goal submission: Up to $600/month for staff working 30 or more hours per weekfull-time and 30-hour employees Up to $300/month for staff working fewer than 30 hours per weekfor 25-hour, 20-hour, and hourly employees International workers' amounts are needs-based |
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Monthly Mobile Phone Service | U | Monthly Mobile Phone Service | U.S. employees may request through support goal submission to cover monthly mobile phone services Up to $100/month (staff working 30 or more hours per week)for full-time and 30-hour employees Up to $50/month (staff working fewer than 30 hours per week)month for 25-hour, 20-hour, and hourly employees |
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Expense Category | Summary of Allowable Costs | Key Details | ||||||||||||||||||||||
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Mobile Phone Device | $1,000 max limit to purchase a phone Only eligible once every two years Recoverable as 75% nontaxable Reimbursement and 25% taxable ERB |
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Apps | One-time purchases and subscriptions for apps directly relevant to field workers' job responsibilities are allowed. |
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Computers & Computer Equipment | Computers (desktop/laptop/tablet), computer equipment (e.g., monitors, printers, hard drives), and warranties, to the extent they are required to perform ministry responsibilities. Each type of item above is only eligible once every three years 75% nontaxable Reimbursement and 25% taxable ERB. |
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Software | One-time outright purchases of software: Recoverable as 75% nontaxable Reimbursement and 25% taxable ERB. Only eligible once every three years per software type Monthly Software subscriptions are 100% nontaxable |
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Equipment | Sound/lighting/projection equipment, musical instruments, and other types of equipment, to the extent they are required to perform ministry responsibilities. Recoverable as 75% nontaxable Reimbursement and 25% taxable ERB.
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Website Hosting & Email Distribution | Website hosting services or email distribution services that are directly related to the worker's ministry role |
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Media Downloads | Media downloads such as books, digital photos, graphics, etc., and other resources required for ministry-role. |
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Expense Category | Summary of Allowable Costs | Key Details | ||||||||||||||||||||||
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Hotel/Lodging | Up to $250/night for ministry trips |
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Flight | Airfare Baggage Seat upgrade, if needed TSA pre-check or CLEAR |
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Rental Car/Borrowed Car |
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Mileage/Carpooling | Mileage for necessary ministry-related trips in excess of 50 miles each way (which is already included in the support goal bonus). |
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Parking & Tolls | Parking costs of more than $10 when conducting ministry work in a location that is not the local place of work. Parking costs incurred during travel (airport parking costs, hotel or conference center parking, etc.) Parking permits at the primary place of ministry can be recovered through an ERB. Tolls when traveling on a ministry trip are reimbursable. |
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Other Transportation | Taxi, bus, rideshare, train, water transportation, etc., when traveling on a ministry trip | |||||||||||||||||||||||
Covid Testing | Mandated testing for COVID in order to travel | Only testing not covered by Reliant's health plan can be reimbursed. | ||||||||||||||||||||||
Visa and Passport | Mandatory fees paid to regulatory agencies and governing bodies
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Vaccinations and Immunizations (short-term international trips) | Vaccinations and immunizations required for international travel (taxable ERB) Certain medications required for international short-term travel related to mission trips are reimbursable |
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Meals During Travel | Meals during ministry trips |
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Internet Access During Travel | Charges for internet and email fees while traveling for ministry purposes. |
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Weddings and Funerals | If the criteria (under Key Details) 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 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. |
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Mission and Outreach Trips | The fee(s) for the Mission and Outreach Trip are reimbursable. |
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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 on a Personal Development Plan. |
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Event Facility Rental | For rental facilities related to events: Room rental for an event, park shelter rental, etc. (Typically reimbursed through a project fund.) |
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Expense Category | Summary of Allowable Costs | Key Details | |||||||||||||||||
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Office Supplies | Due to the different job responsibilities of Reliant Employees, the types of office 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 Rent/Utilities | Office rent is and utilities (water, electricity, gas, etc.) are reimbursable when used exclusively for ministry purposes. A A rental office that is only partially used for ministry purposes cannot have rent or utilities reimbursed through Reliant. |
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Office Furniture & Décor |
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Rental Office Renovations | Small-scale renovations (such as painting) are reimbursable for a rental office used exclusively for ministry purposes A rental office that is only partially used for ministry purposes cannot have renovations reimbursed through Reliant. |
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Rental Office Internet/Landline Phone | |||||||||||||||||||
Postage/Shipping/Fax | Postage, fax, and | Postage/Shipping/Fax | Postage, fax, and shipping expenses associated with your ministry role are reimbursable. |
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Printing & Copies | Printed prayer letters, magnets, photos, signs, booklets, copies, etc. |
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Expense Category | Summary of Allowable Costs | Key Details | ||||||||||||||||||||||||||||||||
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Furniture & Décor(ministry gathering/small and large groups) | To the extent the furniture and décor are required is required to perform ministry responsibilities, recoverable as 75% nontaxable Reimbursement and 25% taxable ERB. |
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Meals & Hospitality /Groceries (not associated with a ministry triptravel)
| Meals for ministry contacts, donors, and group events Groceries for prepared meals for ministry purposes One-time special event/celebration meals with co-workers that are out of the ordinary can be submitted through reimbursement Dormitory meal plan passesMeal Plan Passes, when used exclusively for conducting ministry per Reliant worker role (for example on a college campus), can be reimbursed at a max of $480 for a semester pass. |
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Books | Books that are ministry-related (they do not need to be religious in nature). |
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Continuing education courses Course-related books Associated Fees 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 | Counseling is not eligible for reimbursement or ERB. Short-term counseling is available through Reliant's Employee Assitance Program for those enrolled in Reliant's insurance. | |||||||||||||||||||||||||||||||||
Gifts
| 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. Gifts must have an intended recipient determined at the point of purchase. Gifts may not be purchased more than 30 days before the date they will be given to the intended party. Gifts cannot be personal in nature (such as for a birthday, baby, wedding, graduation, etc.) There is an annual limit for the amount of gift given per person per year. |
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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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Moving Costs | Moving costs are not reimbursable through expense submission. A moving bonus allowance is available for moving costs incurred while moving from one U.S. ministry location to another U.S. ministry location. UI Expand | | ||||||||||||||||||||||||||||||||
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Professional Fees | Professional fees paid to companies, agencies, or individuals for services necessary to conduct ministry are reimbursable. Professional fees include coaching fees include tax consultation,designers, photographers, videographers, etc. |
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Phone Calling Card/Prepaid Phone | Phone expenses (unrelated to cell phones or landlines) used for rare situations that require a prepayment or phone card to perform ministry duties. | |||||||||||||||||||||||||||||||||
Recreation/ActivitiesRecreation 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 (such as recreation for general fellowship) and that do not follow the Standards /activity expenses. The recreation/activity needs to have a valid ministry purpose related to the field staff role and must follow the Standard for reasonable, necessary, etc. A recreation/activity for the purpose of general fellowship would not qualify as a clear ministry purpose. Please see the key details for specific expenses that do not qualify for expense submission. |
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Subscriptions and Dues |
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Supplies | Due to the different job responsibilities of Reliant Employeesemployees, 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.discretion when purchasing supplies to ensure the items are truly reasonable and necessary for ministry expenses. |
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Tax Consulting | Only those U.S. Reliant employees who are ordained/commissioned ministers are eligible and can only be recovered through an ERB. (International workers see International Worker Expenses below for more details.) |
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Expense Category | Summary of Allowable Costs | Key Reminders | ||||||||||
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Counselor Supervision Fees | Available for counselors who require someone to supervise their counseling as part of a mentor/training program. |
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Counselor Dues and Subscriptions for CounselorsSubscriptions | For those counselors who have dues or fees for professional counseling organizations that provide support, resources, and/or training for licensed professional counselors. |
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Counselor Liability Coverage for CounselorsCoverage | For those counselors who desire additional liability coverage. |
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