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Expense Category

Summary of Allowable Costs

Key Reminders

Bank Fees

Bank fees such as ATM fees, wire fees, and international transaction (credit card) fees are reimbursable if incurred by International field workers as they travel back to the US or to other countries for ministry purposes. Or if they are incurred in situations where the safety of a Reliant International worker is a concern or in which local banking options are either not allowable or unadvisable (e.g., due to the secure nature of their ministry role.) 


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International workers are encouraged to utilize debit and credit cards when reasonable. For suggested credit cards with low transaction fees, see International Finance FAQs.


Counseling

Certain expenses relating to counseling, coaching, and spiritual direction may be eligible for recovery through either a standard reimbursement, or an Expense Recovery Bonus, with tax implications. Please reference this section for specific details. 

AdditionallyCounseling is not eligible for reimbursement or ERB. However, there is a counseling allowance available to International workers (See International Counseling Resources)

In the event of an international crisis, International field workers may qualify to receive crisis counseling for a pre-approved duration paid for by Reliant.


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See also: Stewardship of Health and Healthcare Resources

Short-term counseling for International workers is available through Reliant's Employee Assistance Program.


Crisis PreparationSupply items needed for crisis preparation (items to carry while traveling, go bag, vehicle supply bag, etc.) 
Global Communication 


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titleSat Phone

This communication device is required as part of the Item Preparation International Risk Levels and will be reimbursable.


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titleVPN

A VPN is highly recommended for international workers to purchase to ensure security for website usage and is reimbursable.



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Sat phones are 100% reimbursable as non-taxable due to the necessity of the purchase for the ministry and associated safety concerns related to the ministry location. 

See Encryption, Privacy, and Online Security for details on VPN


Immigration Fees

Mandatory fees paid to regulatory agencies and governing bodies. 

  • Visa Fees and related documentation, postage, photos, etc. are reimbursable 
  • Passport fees and related documentation, postage, photo, etc. are taxable and recovered through an ERB
  • International driver's license fees- initial and renewal are taxable and recovered through an ERB



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When reimbursing immigration fees, please fully explain how they relate to the ministry role: International placement; leading an international mission trip; overseeing international workers; etc.

Remember to review non-employed/non-associate spouse and family costs. All immigration fees and related costs (such as travel for visa runs) related to family members are taxable and recovered through an ERB. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form.


Immunizations, Vaccinations


To the extent not covered by Reliant health plans, pre-field physicals, vaccinations, and immunizations (including oral vaccinations with a prescription) required for international placement or internship can be recovered through an ERB.


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Please include a clinic or doctor’s receipt showing the immunization type and amount you paid. 

Remember to review non-employed/non-associate spouse and family costs. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form.


International MileageMileage for necessary ministry-related trips in excess of 50 miles each way (less than 50 are included in the support goal bonus) is reimbursable. When the cost of operating a motor vehicle in the international field worker's country of ministry exceeds that of the United States, the International field worker may submit ministry-related mileage at a rate that exceeds the United States IRS’s approved mileage reimbursement rate to be recovered through an ERB. 


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Note that the additional amount above the IRS rate will be added as an Expense Recovery Bonus (taxable). The IRS mileage rate for the second half of 2022 (expenses accrued July 1st - December 31st) is $0.625/mile.

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

Mileage for trips of 50 miles or less (each way) is considered to be among the routine expenses covered by the Ministry Expense Bonus and should not be submitted for reimbursement by an employee. Mileage for trips in excess of 50 miles each way may be submitted for reimbursement. For example, if a field worker were to take a ministry-related trip of 75 miles each way, they could submit reimbursement for 25 miles each way (75-mile trip minus the 50-mile ME bonus threshold).

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titleNeeded for Submission

Mileage:

Submit total mileage amount (after subtracting 50 miles each way) and the trip start/end location are needed.

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

Choose your desired additional mileage rate (select miles or kilometers) on the International reimbursement form.


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 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 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.) 


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titleEligibility

Associates can reimburse any ministry-related mileage and should not subtract the 50 miles since they are not receiving a bonus through support goal submission.

Paid employees may not reimburse local mileage in any way other than through a bonus on support goal submission. If an employee opted out of the support goal request, they have forfeited the benefit of receiving reimbursement for local mileage. 


Note

Key Change to Standard: In the past, the limit was defined as 100 miles away from home (each way). The standard has changed to 50 miles each way.

Also, we are now clarifying that the 50 miles each way should be subtracted from the total mileage submitted. This is not a change, but a clarification.





International WardrobeFor International employees moving to a new International location, Reliant allows for a max limit of $500 ERB per employee to cover costs for clothing and apparel needed for a new wardrobe related to the change of culture and/ or climate associated with a new international location.
Legal Fees


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titleEstate Planning

Will Preparation-International field workers are allowed to reimburse fees related to required will preparation up to $1000 per family. This amount is taxable and can only be recovered through an ERB. 


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titleTax Consulting

Tax Consulting-Reliant recognizes that some of our field workers have complex tax situations. Thus, we allow International workers to reimburse up to $500 for fees related to tax preparation and consultation annually. However, this amount is taxable and can only be recovered through an ERB. 


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titleNotary

Notary services are recovered through an ERB.



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Note

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 1099 for that year) if the vendor is paid by the Reliant field worker (in the form of reimbursement) and not sent payment directly from Reliant. 






Moving, Vehicle, Hardship, etc.There is a specific International Expense Allowance designed to recover personal expenses for International workers that are not eligible for submission on the International Expense Submission Form such as moving, vehicle, and expenses related to hardship.


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Personal expenses related to moving, vehicles, etc., can be recovered through the International Expense Allowance. 

Receipts are not used for requesting the bonus. The bonus can be received before the purchase of the expense.


Training and Development


For International workers pre-field readiness and training, debriefing, security training, webinars, etc.


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Webinars for global workers, security training, MTI intensives, CIT intensives, Life Impact sessions, etc. 

Remember to review non-employed/non-associate spouse and family costs. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form.


Professional Fees


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titleCoaching

Reliant field workers often seek outside instruction for ongoing ministry and development in their role. These may be temporary, such as during a sabbatical or role transition, or ongoing and should be discussed with the local church/ministry to confirm the coaching is necessary for maintaining and improving skills needed for the worker's role. 

Add the name of the person that has been paid for this service and their country of residence to the expense submission form. If in a secure location, please email reimbursements@reliant.org the name and country of residence rather than adding it to the form. Reliant will need to run their name through the database to verify they are not on the terror watchlist.


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titleLanguage Classes

Language classes are reimbursable.

Add the name of the person that has been paid for this service and their country of residence to the expense submission form. If in a secure location, please email reimbursements@reliant.org the name and country of residence rather than adding it to the form. Reliant will need to run their name through the database to verify they are not on the terror watchlist.


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titleTranslator Fees

Oral translator fees are reimbursable. Written translator fees are typically reimbursable, depending on the nature of the materials.

Add the name of the person that has been paid for this service and their country of residence to the expense submission form. If in a secure location, please email reimbursements@reliant.org the name and country of residence rather than adding it to the form. Reliant will need to run their name through the database to verify they are not on the terror watchlist.


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titleTutoring

Tutoring fees are reimbursable.

Add the name of the person that has been paid for this service and their country of residence to the expense submission form. If in a secure location, please email reimbursements@reliant.org the name and country of residence rather than adding it to the form. Reliant will need to run their name through the database to verify they are not on the terror watchlist.



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Add the name of the person that has been paid for this service and their country of residence to the expense submission form. If in a secure location, please email reimbursements@reliant.org the name and country of residence rather than adding it to the form. Reliant will need to run their name through the database to verify they are not on the terror watchlist.

Note

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 1099 for that year) if the vendor is paid by the Reliant field worker (in the form of reimbursement) and not sent payment directly from Reliant. 



Storage FeesReimbursement may be requested for storage costs for personal items stored in the U.S. while the worker serves at an international assignment when connected to an international move.


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To be eligible for this reimbursement, the worker must be hired with the intention of being employed at their overseas ministry location for one year or longer. 

A receipt is required for this reimbursement, regardless of the dollar amount.


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Note

For coaching, counseling, and spiritual direction expenses, employees must submit a detailed receipt from the service provider that includes the provider's name, date of service, and the applicable charges. When submitting, a description of how the session's content applies to the worker's job description must be included in the form.


Expense CategorySummary of Allowable CostsKey Reminders
Coaching

Reliant field workers often seek outside instruction for ongoing ministry and development in their role. These may be temporary, such as during a sabbatical or role transition, or ongoing and should be discussed with one's local supervisor or program team to confirm the coaching is necessary for maintaining and improving skills needed for the worker's role.

Expenses related to coaching, as described above, are considered professional fees and can be recovered non-taxably through the standard reimbursement submission process. 


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Example: A Reliant employee has determined that they would like to achieve a higher quality of work in a certain area of their job description, such as one-on-one discipleship, teaching, etc. In order to help reach this goal, the employee meets twice with an outside third party who helps them figure out how to elevate their performance in the job area in question. These coaching expenses are considered professional fees and can be recovered non-taxably through the standard reimbursement submission process. 

Job-related coaching can include receiving equipping in areas such as time/task management, ministry skills, leadership development, etc. 


Counseling

Personal counseling (counseling concerning issues and needs not related to one's role with Reliant) is not eligible for expense recovery via a reimbursement for ERB. Short-term personal counseling is available through Reliant's Employee Assistance Program. Additionally, employees who are enrolled in Reliant's insurance are welcome to cover counseling expenses through HSA funds. 

Personal development needs that are related to or impact an employee's role with Reliant, that have been recommended, required, or approved by one's local supervisor or program team are now recoverable through an ERB, with tax implications. These can include expenses related to professional counseling, biblical counseling, spiritual direction, marriage counseling, and family counseling.

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titleExpense Recovery Bonus (ERB)

An Expense Recovery Bonus (formerly known as a taxable reimbursement) is applied when the submission of expenses does not qualify for reimbursement under IRS guidance. These will take the form of a bonus, which will be treated as additional taxable wages (compensation.) Since only paid employees can receive a taxable bonus, associates are not eligible to submit a request for an ERB or any expense with a taxable component.



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Example: A Reliant employee is struggling though an issue that is either tangentially or directly related to their job description. In the event that the circumstances in question are causing aspects of the employee's personal and/or work life to be impacted adversely, the local supervisor or Program Team can advise professional counseling to address the issue. Upon recommendation and approval of the local supervisor or Program Team, expenses related to professional counseling are eligible for recovery through an ERB, with tax implications.

Formal approval from the supervisor is not required. Workers will attest on the submission that the local supervisor, MTD coach, or Program Team has been made aware of this need and has given their approval for related expenses to be recovered.


Spiritual Direction

Expenses relating to spiritual direction that relates directly to one's role with Reliant are now also recoverable through an ERB.

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titleKey Changes

Note that this is a change implemented due to the personal nature of spiritual direction, which requires the taxable component that is met through an ERB.



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Example: A Reliant employee finds themselves at a crossroards in their professional career, with a weighty and significant decision looming. In order to help them determine which path to choose, the employee meets once a week, for one month, with an outside third party who helps them discern God's will and the leading of the Holy Spirit in this particular matter. 

Due to the personal nature of spiritual direction, the expenses incurred are recoverable via an ERB, with tax implications.



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titlePersonal Development vs. Professional Development

Personal development refers to activities and efforts that enhance the employee's overall well-being, self-awareness, and personal skills. These can encompass a wide range of activities and may include but is not limited to professional counseling, biblical counseling, spiritual direction, marriage counseling, family counseling, and coaching related to aspects of life outside of the employee's ministry role. As established above, most personal development expenses are not recoverable through a reimbursement or an ERB. Some of these services can be recovered through an ERB with attestation that the service is crucial for the betterment of your professional job description. 

Professional development focuses on activities and efforts aimed at enhancing the employee's job-related skills, knowledge, and competencies. These are critical for career growth and may include but is not limited to job-related coaching (time/task management, ministry skills, leadership development, transitions, language learning), professional mentorship, debriefs, and pre-launch self-awareness training (International). These coaching expenses can be recovered through a standard non-taxable reimbursement.

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