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UI Expand
titleRelevant Forms


Note

Key Change to the Standard: The term Expense Submission is now used rather than simply Reimbursement when describing a submitted expense since an expense could be a Reimbursement or an Expense Recovery Bonus (ERB), and both are submitted on the same form.


Current approved Expense Submission Request Forms are required for expense submission.

Note

Key Change to the Standard: Please note there are a few changes to our forms.

  • There is now a separate form for all Project Fund expenses. These are no longer entered on the U.S./International expense submission forms.
  • There is now a separate form for Spiritual and Ministry Planning Retreat expenses.
  • There is no longer a separate form for Computer and Equipment expenses. Those expenses are submitted on the normal expense submission forms (U.S./International/Project Fund) linked above. 
  • There is no longer a separate form for Spouse and Family expenses. Those expenses are submitted on the normal expense submission forms (U.S./International/Project Fund) linked above, but those expenses should be divided up (if combined on the same receipt with expenses for an employee/associate) and entered into a different line on the form.

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 to the Standard

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 

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:

UI Expand
titleKey Components of Any Expense Submission

An explanation for each expense submitted, including:

Description of the expense

Whom the item is for:

  • First and last names of the people involved
  • The ministry relationship of the person(s) to the field staff. If the expense relates to five or more people, list them as a group with a specific number in the group (e.g., 12 ministry partners). Actual names are not necessary for groups of five or more people. Actual first and last names are required if the relationship is not uniform with all group members.
  • Specific ministry purpose of the expense (be as detailed as possible). For secure locations, please see Secure Lexicon for more details. 
  • Cost of the item (the portion of the cost that is ministry-related, if not 100%)
  • Date of the expense (a new Reimbursement form is needed for each month in which an expense is incurred) 
  • Itemized original receipts and other appropriate substantiating documents (if applicable) must be submitted with the form.

*Please refer to all Reimbursement Standards below, which detail receipt information and other specific criteria.


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April 2025
Month in which expense was incurred

March April 2025 (and previous months)

May 2025

June 2025

July 2025

August 2025

Status of submissionSubmission is considered late.Submission is considered late.Submission is currently on-time.Submission is currently on-time.Submission is currently on-time.
Next steps for expense recovery
  • Expense recovery will be considered on a case-by-case basis with an exception request
  • Any approved late submissions will be paid as an ERB with tax implications
  • Expenses are still eligible for recovery without an exception request
  • All submissions from April May will be paid as an ERB with tax implications
  • Non-taxable expenses remain eligible for recovery as a reimbursement
  • May June 2025 expenses submitted after 78/31/25 become an ERB with tax implications
  • Non-taxable expenses remain eligible for recovery as a reimbursement
  • June 2025 expenses submitted after 89/30/25 become an ERB with tax implications
  • Non-taxable expenses remain eligible for recovery as a reimbursement
  • July August 2025 expenses submitted after 910/3031/25 become an ERB with tax implications

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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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titleKey Details

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. 

Additionally, there is a counseling allowance available to International workers (See International Counseling Resources)


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titleKey Details

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 


UI Expand
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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titleKey Details

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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titleKey Details

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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titleKey Details

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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titleKey Details

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.

Info

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).

UI Expand
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.) 


UI Expand
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


UI Expand
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. 


UI Expand
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. 


UI Expand
titleNotary

Notary services are recovered through an ERB.



UI Expand
titleKey Details


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.


UI Expand
titleKey Details

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.


UI Expand
titleKey Details

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


UI Expand
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.


UI Expand
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.


UI Expand
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.


UI Expand
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.



UI Expand
titleKey Details

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.


UI Expand
titleKey Details

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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