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The treatment of an expense should not depend on the source of the funds, it should depend on the use of the funds. The pay-to entity may also determine the type of payment process as outlined below. 

Reimbursement and Expense Recovery Bonus
  • Employees/associates can reimburse project fund expenses using the Reimbursement and ERB Process (Project Fund Expense Submission Form), including when project funds are desired to be used to cover an expense that would benefit an employee.
Church/Project Fund and Grant Process
  • Employees/associates who act as the Reliant Point Person for a fund may use the Grant Request process when no NGO is associated with the fund.
  • Associates may only reimburse non-taxable expenses, so any ERB that would be reimbursed by an associate from a project fund should be submitted as a grant request. 
  • Non-employees, churches, or other organizations and entities can only use the Church/Project Fund and Grant Request process for requesting funds from Reliant because Reliant's Reimbursement and ERB Process uses the payroll system for payment. 


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Grants can be requested as one-time expense payments, recurring expense payments, or recurring monthly stipend disbursements for Designated Grantees. 

Expense Requests:

Expense Grant Request Form: used for both one-time and recurring expense requests and grant report(s). The requestor will note intended purchases and follow Expense Grant Requests may be submitted before or after the expenditures occur. If prior to expenditures, the requestor may estimate amounts for intended purchases to receive monies in advance of expenditures and would need to submit receipts after expenditures occur along with the grant report. If the Expense Grant Request is submitted after expenditures, the requestor enters the exact purchase amounts on both the request tab and may immediately complete the reporting tab following the reporting guidelines outlined below including receipt submissions. 

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  • Detailed description of each purchase and/or describe individual ministry activities that took place as a result of stipends received by Designated Grantees. These descriptions will confirm church/project fund purpose alignment. 
  • Significant post-disbursement usage changes
  • Project milestones on how the grant monies supported the goals of the church/ministry describing ministry accomplishments and/or local impact. The milestones can be shared in a paragraph on the grant report or can be described within a prayer letter that should be linked to the report. 
  • Receipts for purchases/stipend distribution according to the guidelines below:
    • Receipts (see receipt content requirements below) are uploaded into a Google folder and linked to the grant report.
    • Receipts are required to be submitted for expenses:
      • Greater than $75 when purchased in the U.S., except for hotel/lodging receipts, which are required regardless of the amount. 
      • Greater than $25 when purchased outside the U.S. except for hotel/lodging receipts, which are required regardless of the amount. 

    • Verification statements (see Hand-Written Receipts in the drop-down below) are required from each Designated Grantee for total stipend disbursement received during the timeframe for each grant report submission submission.


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titleReceipt Content Requirements

Receipts must include the following itemized details:

  • What was purchased
  • Total amount paid
  • Date
  • Name of individual (only if applicable to the receipt, such as for a flight, hotel, rental car, etc.)
  • Name of the company (or person) that was paid
  • If the amount that is being submitted on the form is greater than (for example from a tip) or less than (for example only reimbursing a portion of the receipt) the amount for the item listed on the receipt that is submitted, please add a note to the top of the receipt explaining why the request for submission is a different amount.
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titleHand-Written Receipt/Verification Statement

Hand-Written Receipts/Verification Statements

When unable to obtain a formal itemized receipt (such as in the case of stipend distribution), hand-written receipts in the form of a verification statement are acceptable, as long as they contain the information outlined below.

If a hand-written verification statement with a signature is unattainable, an email verification statement can be sent from the individual who received monies via personal email to the Reliant Point Person to be used as the "hand-written receipt".

For ExpenseFor Stipend

Example verification statement: “I, (name of worker of a business), received this (total amount) via (type of payment) from (Reliant Point Person name) to cover the cost of (expense) in which they participated or purchased from me on (date). -(Signature), (Phone or Email)”. 

  • Name of individual/worker of a business who received the payment  for product or services
  • Total amount paid
  • Include type of payment (check #, cash, etc)
  • Name of Reliant Point Person making the purchase
  • What was purchased
  • Date
  • Signature of the individual/worker receiving payment
  • Include contact info (phone or email) if payment was made to an individual rather than a business

Example verification statement: “I, (name), received this stipend disbursement (amount) on (date) from (NGO or Reliant Point Person name) to conduct ministry activities as described in the Stipend Agreement. -(Signature)”. 

  • Designated Grantee Name
  • Acknowledge stipend was received
  • Total amount of Stipend(s)
  • Date (can may be a specific date or a date range (Jan 2023-June 2023))
  • Name of NGO or Reliant Point Person distributing the stipend
  • Signature of Designated Grantee



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titleReceipts from Mobile/Banking App

Receipts from Mobile/Banking App

For receipts from mobile apps (such as Venmo, Square, Apple Pay, PayPal, Google Wallet, or a banking app, etc.), Reliant Point Person should be sure to include a clear description in the memo or "what's it for?" section of the transaction, to document what expense the payment is related to. The grant report should also include any information required for a valid receipt that is not visible on the mobile app "receipt" (see the guidelines above for what details must be included on the itemized receipt or hand-written receipt for it to be acceptable.) Please see the section below for details on receipts needed for shared expenses.


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titleReceipts for Shared Expenses

Receipts for Shared Expenses

If a grant expense is used to pay an individual for a portion of an expense that requires a receipt (and the portion exceeds the $25/$75 guidelines), he/she will need to submit two receipts. This includes both a copy of the original receipt with the total expense amount listed from the individual who collected the money and paid for the total expense, as well as a hand-written or mobile/banking app receipt for the portion paid to the individual. These two receipts provide Reliant with sufficient documentation of the transactions. The grant report should include all details required for the hand-written or mobile/banking app receipts, as detailed above. 


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