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Reimbursements and ERB Process and Grant Request Process are two ways for monies to be distributed from church/project funds for expenses. The treatment of an expense should not depend on the source of the funds, it should depend on the use of the funds. The pay-to entity may also determine the type of payment process. Please refer to the table below to understand which process should be used for expenses. 

If you have further questions on whether to submit a reimbursement or a grant, please contact projectfundraising@reliant.org.

Reimbursement and Expense Recovery Bonus
  • General church/ministry and project fund reimbursements are only paid out to employees/associates. 
  • Employees/associates* may use the Reimbursement and ERB process to reimburse project fund expenses.
  • Employees/associates* should always use the Reimbursement and ERB Process instead of grant requests when project funds are desired to be used to cover an expense that is directly related to an employee role or benefit the employee. 
  • Employees/associates* using the Reimbursement and ERB Process to submit an expense covered by a project fund will receive payment through the employee direct deposit bank account information already on file.
  • See Project Fund Reimbursements for information on how to submit these expenses through the Reimbursement and Expense Recovery Bonus Process. Reimbursements out of a ministry project will be paid directly to the Reliant employee/associate who incurred the expenses.

  *Associates do not qualify for ERB

Note

Expense Advances may be used when funds are needed prior to Reimbursement and ERB expenditures. 


Church/Project Fund and Grant Process
  • Tax-deductible expenses for job-related costs incurred by Reliant employees and associates should be reimbursed to the employees and associates through the Reimbursements process, not the Grant-making process. Costs incurred by Reliant employees that are eligible for taxable Expense Recovery Bonuses (ERBs) should utilize the process for ERBs, not the Grant-making process. For more information on reimbursements, ERBs, and their distinction from grants, please see Reimbursements and Expense Recovery Home.
  • Grants are only paid to what Reliant refers to as vendors. 
  • Non-employees, churches, or other organizations and entities (added as vendors in Reliant's system) can only use the Grant Request process and do not qualify for using Reliant's Reimbursement and ERB process for requesting monies from the Reliant church/project fund.
  • Reliant prefers to send grant disbursements to the church/ministry (added as a vendor in Reliant's system) bank account, not to an individual's bank account.
  • Employees/associates may only receive grant disbursements to their personal bank account when there's no registered in-country organization (either U.S. or foreign) to receive funds on their behalf. The employee/associate would be added as a vendor in Reliant's system, and a non-employee direct deposit or wire agreement would need to be submitted. This is not a preferred method so all due diligence should be done to find a registered in-country organization to receive monies.
  • Employees/associates who act as the Reliant Custodian for a fund may use the Grant Request process when the expense is for the project itself and does not relate to the employee role or benefit the employee.
  • Associates may only reimburse non-taxable expenses through the Reimbursement Process, so any expense normally qualifying as an ERB expense for a project would have to be submitted by the associate as a grant request instead. Because associates are not employees but are receiving a grant that could have taxable implications, personal responsibility for the associate's own taxes is applicable. Determination of taxable wages and taxes owed to governing authorities is ultimately the responsibility of each employee/associate who bears ultimate responsibility for her/his income tax return(s) in consultation with his or her tax advisor(s)

At times, missionaries will submit a reimbursement that has atypical expenses on it - such as expenses related to a project. In general, if the expenses are related to a missionary's role within a project (i.e. a travel expense to a conference on behalf of the ministry), the reimbursement program can process these requests. There might also be expenses though that were paid for personally by a missionary but were actually for something that belongs to or on behalf of a ministry project (i.e. printing of booklets for a church-wide conference or hotel rooms for mission teams). These expenses are out of the ordinary for what is specified in the personal reimbursement guidelines. We are trying to steer these types of project-related expenses to the grant program rather than the reimbursement program.

General Guidelines

  • If a missionary has expenses that need to be personally reimbursed but are actually for project related expenses, a Special Grant Request form should be submitted.
  • It is preferred that the Special Grant Request be completed or co-signed by someone other than the missionary who will ultimately receive the funds, even if that missionary is an approved signer on the project fund. However, this is a guideline for best practices and not a strict policy. 
    • Dave Meldrum-Green and Tom Mauriello will still do a thorough review and approval of all requests to avoid any impropriety in using the grant program.
  • In general, when funds are paid out of the grant program, the money is sent to a ministry project's bank account, not a personal account. The missionary would then coordinate getting the funds from the ministry project. 
    • We understand that for international missionaries, it can be a hardship for funds to be wired in the ministry's specified denomination and then have to pay another exchange fee to receive the funds back in US$, should that be the currency that is ultimately needed. Reliant is willing to make an exception in these cases and get the funds directly to the missionary as long as there is sufficient documentation (and bank account information) regarding the need for funds to be sent to a personal bank account.

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