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Please read through Event Finance Administrator before reading the specific Collegiate financial instructions below. This will help you set up finances for your LT summer program.

We also have a few additional reminders for those who are filling the role of finance administrator for Collegiate Leadership Training. You will need to decide if your Program is going to use BILL Spend & Expense or event fund reimbursements (where each field staff worker fills out reimbursement forms and turns them in to Reliant directly and then waits for it to be deposited into their account at the standard reimbursement deposit time). We suggest BILL as there are many limitations to event fund reimbursements such as interns can not use the reimbursements, and you have to wait for many weeks to receive the reimbursement back.

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Links to read through as the LT Finance Administrator

Approvals for forms (account payable requests, invoices, contract, field staff reimbursements through the event fund, etc.)

  • As the finance administrator for LT, you should have been are given permissions permission to be an approver for the event fund .  See (see Supervisor Approval for Google Forms). You are not the supervisor, but you are the signer for the fund, so you would follow the same instructions for approving forms.
  • Reliant needs to view and co-sign all contracts such as : housing contracts (if they are outside of the YMCA contract), closing ceremony restaurant contracts, etc. (see see Event Contracts).
  • Reliant will pay directly for invoices to vendors (ex. rental of sound equipment, payment to sound engineers, band for closing ceremonies, etc.). See Event Accounts Payable Requests and Event Invoices and Payments Requests
  • For large purchases (e.g.: online ordering of books or t-shirts, deposits for restaurants, etc.), especially prior to receiving your BILL access (or event advance), please contact Reliant as it could be paid for with a Reliant credit card rather than event advance or event fund reimbursements. See Event purchases prior to receiving event advance.
  • Reliant needs a list of all speakers (please add to the Event Speaker Payment Request Form - linked on the LT Event Setup Form) and their desired honorarium amounts. We need monthly lists of speakers as we make transfers at the end of each month for stipends. See Event Honorariums for Churches and Speakers.
    • If your speaker needs help paying for flights, please contact us. We will pay for their flight. You may not reimburse this yourself. If they are a Reliant employee, they may do a travel advance (see Payroll Advances).
  • There are different rules for reimbursing through the event fund verses event advances. If you chose to reimburse through the event fund, please read Events Gifts Policy before making any purchases for the event.
  • If you will have onsite collections (payment for closing ceremonies, shirts, etc. - not LT fees) during your program, please read Event Fee Payments Made By Participant
  • Please read Additional Payments Collected By LT From Both LT Participants And LT Guests.
  • Please ignore any old instructions that may have been created by previous event finance administrators as we change processes often. Please read Solomon instead. 
  • Send emails and any questions to LT@reliant.org

Receiving Payments

Unless otherwise arranged, event funds will be paid by direct deposit to the bank account on file as submitted by the Event Finance Administrator. Please complete the Event Direct Deposit form and share it with events@reliant.org for processing.

Reliant Employees: this form is for events-use only. Do not submit this form for payroll and reimbursements.

Events Direct Deposit Form

LT Program Meals


Info

If your event uses food cards to pay for participants to make their own meals (only offered programs not on YMCA property and lasting more than one month), see Food Cards for Events.

International events would all be using Event Advances and Event Participant Allowance

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