Overview

When At some point in time, an employee may find him or herself exiting employment with Reliant. An employee may voluntarily terminate their employment (i.e., resign) or Reliant may terminate an employee's employment (i.e., involuntary termination or discharge). The employee or Reliant may terminate the employment relationship at any time, with or without cause. For those involved in the ministry team development (MTD) process, some , whether the employee is voluntarily terminating his/her employment or Reliant is terminating the employment, several steps must be followed. For employees involved in the MTD process, additional steps must be taken, such as communicating with Reliant's donors. The following procedures must be followed when exiting employment with Reliant.  (Also see Missionary Change Notification Form). 

Notify Missionary Resources 

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Steps for Exiting Employment

1. Send Exit Information Form to HR@Reliant.org

Timeline: Preferably 60 days before planned exit but at least 30 days before

Details: The process for exiting can take 30-60 days. It is important to notify Missionary Resources as soon as possible even if plans are tentative. Notifications after the 1st of the month when employment will end are considered late notifications. 

Resource: Exit Information Form

2. Send Resignation Letter to HR@Reliant.org

Timeline: Preferably 30 days before planned exit but at least 14 days before

Details: Those employees voluntarily terminating their employment must send a resignation letter to Missionary Resources. This letter should state the resignation date and the reason(s) for leaving employment. 

3. Obtain approval from Missionary Resources to send exit prayer letter to financial partners. Send to HR@Reliant.org. 

Timeline: Preferably 30 days before planned exit but at least 14 days before

Details: Employees who have developed a team of financial partners for Reliant

Time-Line of Notifications and Events: 

• • Notify Missionary Resources - by the 1st of the month of the exit.
    • Submit Missionary Change Notification Form.
    • Resignation letters need to include final decisions, dates, and reasons. Send to HR@reliant.ort at least 14 days before the resignation date. You will be served by providing 30 days in advance.  
  • Exit Prayer Letters must be approved by Missionary Resources prior to distribution: 
    • MR Approval Process: MR needs 5 business days to approve letter. At least 20 days before end of employment, preferably 4-6 weeks prior.
    • Donors Receive Exit Prayer Letter: At least 14 days or more before end of employment, can be up to six weeks prior. 
  • In event that termination is involuntary and the amount of time to the last day of employment is less than 14 days, then the employee must submit an exit prayer letter to Missionary Resources within the time limit set by Missionary Resources.
  • Benefits and Employment Changes can take 30 days.
  • Final Backpay comes in the paycheck one month after last regular paycheck. 

Communication with Ministry Team (donors)

Exit Prayer Letter 

Those employees voluntarily terminating, who have developed a team of ministry donors for Reliant, must write an exit prayer letter for distribution to such donorsthose partners. The exit prayer letter must explain the decision to leave Reliant employment and must be sent to Missionary Resources for approval at least 14 days or more before the resignation date. After receiving approval of the exit prayer. Questions about writing the exit prayer letter may be directed toward your supervisor or Missionary Resources. In event that termination is involuntary and the amount of time to the last day of employment is less than 14 days, then the employee must submit an exit prayer letter to Missionary Resources within the time limit set by Missionary Resources. After receiving approval, the exiting employee must send the letter to all ministry donors before the resignation date. Even  Even if ministry donors are to be contacted by phone, an exit prayer letter must be sent to them. Questions about writing the exit prayer letter may be directed towards your supervisor or the Missionary Resources Department. At the same time that the exit prayer letter is completed and sent to donors, a A copy must also be sent to Missionary Resources. 

(See Exit Prayer Letter Sample Wording)

Ask financial partners to continue giving

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to Reliant
Exiting employees who have developed a team of ministry donors financial partners for Reliant are strongly encouraged to request those donors partners to consider continuing their giving to Reliant. The exiting employee must call Missionary Resources at least 14 days or more before their resignation date to discuss the specific steps in this process.

Employment & Benefits Processes 

Resignation Letter

Those employees voluntarily terminating their employment must send a resignation letter to the Missionary Resources Department. This letter must be received at least 14 days before the employee's intended last day of employment. When possible, Reliant would prefer to receive notification of resignation 30 days before the resignation date. This letter should state the resignation date and the reason(s) for leaving employment.

Exit Interview

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Resource: Exit Prayer Letter Sample Wording 

4. Set up exit interview with Missionary Resources

Timeline: At least 14 days before planned exit

Details: The At least 14 days prior to the employee's last day of employment, the employee must call Missionary Resources and set up an exit interview. In the event that termination is involuntary, Missionary Resources will generally initiate an interview with the exiting employee. Exit interviews may be conducted via the phone or in person, depending upon the location of the employee.

Continuation of Health Insurance Coverage

Employees who are covered by the Reliant group health plan may be eligible under certain conditions for continuation of certain health insurance benefits following termination of Reliant employment. Continuation of coverage generally allows certain qualified beneficiaries to continue temporary access to affordable health insurance in situations where they would otherwise lose their employer-provided coverage. For more information regarding continuation of coverage, please contact Missionary Resources.

Automatic Deposit

Employees who have an automatic deposit agreement must notify Reliant if their bank account changes or will change before they receive their final paycheck.

Outstanding Salary and Expenses

5. Discuss current back pay and outstanding reimbursements

Timeline: During exit interview

Details: Some exiting employees may have incurred back pay (i.e., outstanding salary) during their employment. Also , some exiting employees may have incurred ministry expenses while employed by Reliant and not received reimbursement for them prior to their resignation. Reliant will generally accept requests for reimbursement of ministry expenses for a limited period of time after the resignation date. The specific time period will be determined by the Missionary Resources Department and communicated to the terminating employee during the exit interview. If applicable, donors financial partners must be informed by the exiting employee in the exit prayer letter that some contributions may be used, among other things, to pay outstanding salary and/or expenses to the terminating employee. Reimbursement forms must be submitted by employees to the Finance Department in order for these requests to be considered by Reliant.

6. Health Insurance: Contact HR@Reliant.org if continuation of coverage is desired

Details: Employees who are covered by the Reliant group health plan may be eligible under certain conditions for continuation of certain health insurance benefits following termination of Reliant employment. Continuation of coverage generally allows certain qualified beneficiaries to continue temporary access to affordable health insurance in situations where they would otherwise lose their employer-provided coverage. For more information regarding continuation of coverage, please contact Missionary Resources.

7. Automatic Deposit: Contact HR@Reliant.org with bank account changes

Details: Employees who have an automatic deposit agreement must notify Reliant .

Remaining Account Balance

if their bank account changes or will change before they receive their final paycheck.

8. Request MTD Fund Transfer

Details: If an employee believes that there may be an account balance remaining in the MTD Fund fund for which they are responsible after their final Reliant paycheck and ministry expenses are all paid out, they may contact the Reliant office prior to their exit and request information on on Reliant's MTD Fund Transfer Policy. 

Return of Reliant property

Resources: 

• Reliant's MTD Fund Transfer Policy
• MTD Transfer Request form

9. Return relevant property, materials and information that belong to Reliant

Timeline: No later than the last day of employment

Details: All employees, upon leaving the employment of Reliant, must return relevant property, materials, and information that belong to Reliant. All items must be placed into the possession of Reliant no later than the last day of employment. This includes originals and copies of all confidential, proprietary , and/or trade secret information of Reliant, both business and technical, as well as all valuable physical property of Reliant, such as keys, manuals, hardware , and software. In certain cases, employees who have been exposed to confidential information may be required to sign a non-disclosure agreement , if they have not done so previously.

Normal Time Line for Exiting Employment:

Important dates after employment

Important to know: 

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Failure of advance warning 

• Missionary Resources works hard to help transitioning missionaries receive as much benefit as possible from funds raised. Many things stop when employment ceases, like medical and dental insurance, all benefits, tax payments, etc.  Should a missionary fail to provide advance warning, the result could be that these benefits may be paid on the missionary's behalf unnecessarily. In some cases, MR can seek credit from insurance providers.

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• Reliant can never seek credit for the overpayment of

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• taxes

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• . When a missionary's notification arrives to MR later than the 1st of the month of the last day of employment, MR may direct any credits we are able to receive to the account called "where most needed

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• If a notification comes later than the last day of employment, MR is free to set the last day of employment according to Reliant's needs.

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• MR will be free to adjust

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• back pay and reimbursements, related to any

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• overpayment of salary. 
• Benefit and employment changes can take 30 days to process.

Review of tasks to complete

• •  Fill out the Exit Information Form and email it to HR@Reliant.org (30-60 days before planned exit). A member of the Missionary Resources team will send information about the following actions that need to be taken.
  •  Submit resignation letter to HR@Reliant.org (14-30 days before planned exit)
  •  Draft exit prayer letter and submit to Missionary Resources for approval (14-30 days before planned exit)
  •  After approval, send exit prayer letter to ministry team (before planned exit)
  •  Set up an exit interview with Missionary Resources (at least 14 days before planned exit)
  •  If interested in continuing health insurance coverage, contact Missionary Resources
  •  If you have an automatic deposit agreement and will change your bank account before receiving your final paycheck, contact HR@Reliant.org
  •  If you have an account balance remaining, review Reliant's MTD Fund Transfer Policy.
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• • Return relevant property, materials and information that belong to Reliant (by the day of exit)

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