Page History

The full version of the hotel receipt that includes the field worker's name and receipts must be submitted for all lodging, regardless of the amount.

Choose to submit the receipt either on the month it was purchased, or the month 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 be needed.

Remember, Reliant needs the full version of the flight receipt that includes the field worker's name, itinerary, and the amount 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.

Choose to submit the receipt either on the month it was purchased, or the month 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) must 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 the travel takes place since both dates are found on the receipt. 

Remember, if a rental car is shared with others, please follow the instructions for shared expenses.

Borrowed Car:

A fuel receipt and the trip's start/end location are needed for a borrowed car. 

In the ministry purpose section on the form, also add the full name of the person from whom you borrowed the car and their relationship to you, total driving distance, and travel locations.

Reliant offers guidance when deciding on Auto and Rental Car Insurance.

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

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. 

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.

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.) 

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.

Add the type of meal (breakfast/lunch/dinner) and the meal's location (name of restaurant, etc.)

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 6 or more people include the number of people present and the group's relationship to the ministry. 

• If the meal is with another Reliant staff, please include in the ministry purpose "The purpose of the meeting and the name of the Reliant staff member serving at X location" 
• Always provide a legitimate reason why a spouse or family members were present at the meal. Itemize the meal expenses (on a separate line on the form) for spouses and family members that exceed the cost that would have been incurred if eating alone. Or, list these taxable spouse/family expenses as an amount that is a percentage of the total meal expenses on a separate line on the form. 

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 the meal.

Expenses incurred by a Reliant Employee related to attending a wedding must meet these criteria to be reimbursable:

The employee must be either officiating the wedding or performing special music as an extension of their Reliant ministry role (family events excluded)

If the field worker is not officiating or performing special music (just attending the wedding as a guest), the employee must have performed pre-marital counseling as part of their role as a Reliant field worker. The pre-marital counseling must have occurred before the wedding and on numerous occasions for expenses to be reimbursable. 

Expenses incurred during attendance at a funeral as part of a ministry role with Reliant (family events excluded) may be eligible to reimburse expenses. 

Note: Marriage conferences/workshops must be directly connected to the job responsibility of the field worker (roles such as mentoring married couples or pre-marital mentoring) and the local church/ministry should be requesting that both spouses attend. 

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:

• Name of the event and dates the event was held
• Cost of the event 
• Name and contact information for the organization or ministry that collected the fees. 
• 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. 

Personal supplies for a mission trip that are needed for travel for that specific location (luggage, bug spray, sunscreen, swimsuit, specific clothing) are not reimbursable due to the personal nature of the expense. 

Remember to always fill out a travel notification form when planning for international travel.

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.) 

Remember to review non-employed/non-associate spouse and family costs and see also Children of Reliant employees participating in/attending International Event. 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.

For any amount over $75, a receipt is needed for all mission trip fees from the mission organization. In case of multiple or installment payments, submit a receipt for each payment over $75.

Please review Travel Notification 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.

Roles of Reliant field workers are often associated with unique demands and challenges that come with being a minister of the Gospel. Being able to take a day, or several days, away from the normal routine to pray, seek the Lord, plan for future ministry, and study the Word can be instrumental for staff.

Having the opportunity to take a spiritual/ministry planning retreat is not a guaranteed benefit. Spiritual and Ministry Planning Retreats need to be pre-approved by a supervisor and added to a Personal Development Plan at the beginning of each year. They should be required by the local ministry as part of developing the ministry of the field staff member.

Spiritual and Ministry Planning Retreats are not intended for general refreshment/relaxation/recharge time alone or with a spouse (Reliant's PTO policy better suits that purpose), nor are they considered an official Reliant sabbatical (see the Reliant sabbatical guidelines). 

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 recreation activities (such as state park admittance, etc.) can be reimbursed with the following two limits:

A maximum of 5 days is eligible for reimbursement per year, regardless of whether the retreat is quarterly, bi-annual, or annual. (The 5 days can be spread throughout the year.)

$1,500 max total per year reimbursement is available for all travel and expenses related specifically to a spiritual and ministry planning retreat. 

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.

Key Change to the Standard: All expenses for spiritual and ministry planning retreats are now submitted on a separate form.

Key Change to the Standard: A personal development plan is now needed to explain how the field worker will use the spiritual and ministry planning retreat to develop in their role as ministry-worker. Local supervisor approval is also required.

Key Change to the Standard: The total max amount is now $1,500 per year instead of $1,000.

There is no limit to how often furniture can be purchased, nor is there a max cap amount on the purchase, but remember to follow the Standard criteria for what is reasonable and necessary to the specific ministry role. 

Employees may submit a request on the expense submission form for a fully non-taxable equipment expense recovery by explaining how the furniture is 100% necessary to perform ministry-related work and provides only marginal or no personal benefit (such as the furniture being purchased for a church/ministry location rather than being used in a home for small groups). 

For Field Staff working 20 hours/week or more and intending to remain (20 hours or more) with Reliant for at least 12 months after the furniture is purchased. 

Field staff working fewer than 20 hours a week are not eligible to purchase furniture. An appeal may be made through an exception request.

Associates are not eligible to purchase furniture due to the taxable component.  (If an associate 

However, there is a 90-Day Eligibility Extension for Taxable Expenses for Associates who are in "pre-employment" status. (See Associates for details)

Key Change to the Standard: 

No max limit amount (there used to be assigned limits); however remember criteria of reasonable and necessary will always apply

Furniture can be purchased as needed (it used to be only every 2 years for each type of item)

Furniture is now 75% nontaxable and 25% taxable. It was previously 100% taxable

For field staff working 20 hours or more and intending to remain on staff for at least 12 months

Meals need to meet one of these two guidelines:

• Directly ministry-related (the primary purpose of the meal was the active conduct of ministry) or...
• Closely connected to the ministry activity (ministry discussion occurred directly before, during, or after the meal or hospitality event.)

Normal meals with co-workers are not eligible to be reimbursed through normal reimbursement but should be included in the recurring expense through support goal submission. 

Associate staff may be eligible to reimburse reasonable meal expenses with other Reliant staff 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.

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.

Key Change to the Standard: The dormitory meal plan passes increased from $160/semester to $480/semester.

Include the type of meal (breakfast/lunch/dinner) and the meal's location (name of restaurant, etc.)

Also, include the participant information in the ministry purpose if others were in attendance. (If fewer than 6 people, include the first and last names and their relationship to the ministry. If 6 or more people include the number of people present and the group's relationship 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 a spouse or family members were present at the meal. Itemize the meal expenses (on a separate line on the form) for spouses and family members that exceed the cost that would have been incurred if eating alone. Or, list these taxable spouse/family expenses as an amount that is a percentage of the total meal expenses on a separate line on the form. 

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.

Add the book title and why it was needed for your ministry to the ministry purpose section of the expense submission form.

Books given as Gifts or textbooks for Continuing Education are reimbursed in those expense categories.

Key Change to the Standard: The book's author is no longer needed on form submission.

Needs pre-approval through continuing education before reimbursement can be submitted

All continuing education expenses must be submitted using the Continuing Education Form. 

Employees working 20 hours or more per week are eligible for this benefit.

Hourly employees may be eligible upon receiving special approval.

Associates are not eligible.

Gifts to other Reliant staff (employees or associates) cannot be reimbursed. See details on Gift Cards in the separate expense category below.

There is an annual limit of $25 for the amount of a gift given per recipient per calendar year.

The cost of the gift is generally considered to be the value of the gift. Incidental costs (not adding substantial value to the gift), such as packaging, mailing, insurance, postage, etc., may be reimbursed above the $25 limit. 

Reliant workers are responsible for keeping a record of the dollar amount of the gifts given to individuals over the course of the calendar year.

Donor Gifts: If both the husband and wife are Reliant field workers consider this $25 per recipient as a limitation for the couple in gift giving to donors

Corporate Gifts: Larger gifts may be given to a group of people, such as gifts to organizations, companies, or churches. An example of a corporate gift is a delivered gift basket for the group to share. The limit for corporate gifts is $150. A corporate gift would not be used for donors, ministry partners (those connected to field workers' primary ministry), or family/friends. 

Event Gifts: Gifts, prizes, or gift bags given to the entire group of people attending an event are considered "token gifts" and do not count against the $25 annual limit for that recipient.

Financial Gifts (Donations): Donations, tithes, and other financial gifts are not reimbursable through Reliant. In some cases, field workers may want to speak to their church or ministry about making financial gifts to individuals or other ministries on their behalf. 

Include in the ministry description the first initial and last name of the gift recipient as well as the relationship of the recipient as part of the ministry role and the specific ministry purpose of the gift. 

Group items, given to 5 or more people: 

• If the group comprises people who share a uniform relationship with the field worker, list them as a group with a specific number of people and a description of their ministry relationship. Example: "12 ministry partners."
• If the group comprises people with different relationships with the field worker, list each person's first initial and last name. 

Key Change to the Standard: Reliant will no longer reimburse gift cards given to other Reliant employees or associates. In the past, Reliant would allow the gift card to be reimbursed but would then add it to the other Reliant employee's payroll as taxable income. 

For gift cards received by a Reliant employee, see Gift Cards for details.

Key Change to Standard: Reliant employees no longer have to turn in gift cards that they receive. 

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.