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Grant requests may be submitted prior to or after expenditures occur. However, a required grant report must be received within six three months of receipt of funds, so grant requests should be submitted with that timeframe in mind allowing for ample time for grant report submission after expenditures after expenditures occur.  Grants Grants may be disbursed at different times based on the type of grant request.

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Reporting Standards

Reliant requires periodic accounting of the usage of the grant funds and oversees and evaluates the completion of grant reports. The Fund Custodian for the church/project fund is responsible for submitting grant reports and agrees to comply with the grant reporting and monitoring requirements as outlined below. The Fund Custodian also agrees to communicate with Reliant about any problems or post-disbursement changes.

Grant Reports:

After expenditures occur, grant reports are submitted on the same grant request used to request the original grant disbursement. The Grant Report is located on a tab of the Grant Request Form. 

Report Submission Timeline: Grant reports must be submitted periodically based on the type of grant issued. 

  • One-Time Grant Report Due Date: Reports may be submitted as early as possible after expenditure, but no later than six three months after receiving the monies. 
  • Recurring Monthly Grant Report Due Dates: Reports must be submitted twice a year, reporting on a six-month period. For monies received January-June, the report is due by July 3031, and July-December the report is due by January 3031. The report is required for any months that recurring grants are received within that six-month period. For example, if a grant is received February-May, those expenses must be reported for the period report due by July 3031.

In the event that the submission due date cannot be met, Reliant will allow up to a 15-day grace period.

IMPORTANT: If grant reports are not received by their due date, Reliant will not issue additional grants from the Fund until grant reports are current.


Grant Reports Include the Following:

  • Description of purchases/expenses and the ministry activities to which they aligned. For recurring grants, the description can simply refer to the recurring grant name/title. 
  • Significant post-disbursement usage changes
  • Project milestones on how the grant monies supported the goals of the church/ministry describing ministry accomplishments and/or local impact. The milestones can be shared in a paragraph on the grant report or can be described within a prayer letter that should be linked to the report. 
  • Receipts for purchases/stipend distribution according to the guidelines below:
    • Receipts (see receipt content requirements below) are uploaded into a Google folder and linked to the grant report.
    • Receipts are required to be submitted for expenses:
      • Greater than $75 US dollar, except for hotel/lodging receipts, which are required regardless of the amount. 

  • Verification statements (see Hand-Written Receipts in the drop-down below) are required from each Designated Grantee for total stipend disbursement received during the timeframe for each grant report submission.

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titleReceipt Content Requirements

Receipts must include the following itemized details:

  • What was purchased
  • Total amount paid
  • Date
  • Name of individual (only if applicable to the receipt, such as for a flight, hotel, rental car, etc.)
  • Name of the company (or person) that was paid
  • All amounts listed on the receipt should be accurate to the amount given to a vendor. If the amount that is being submitted on the form is greater than (for example from a tip) or less than (for example if a lower rate was negotiated or only reimbursing a portion of the receipt) the amount for the item listed on the receipt that is submitted, please add a note to the top of the receipt explaining why the request for submission is a different amount than what is printed on the receipt.
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titleHand-Written Receipt/Verification Statement

Hand-Written Receipts/Verification Statements

When unable to obtain a formal itemized receipt (such as in the case of stipend distribution), hand-written receipts in the form of a verification statement are acceptable, as long as they contain the information outlined below.

If a hand-written verification statement with a signature is unattainable, an email verification statement can be sent from the individual who received monies via personal email to the Fund Custodian to be used as the "hand-written receipt".

For ExpenseFor Stipend

Example verification statement: “I, (name of worker of a business), received this (total amount) via (type of payment) from (Fund Custodian name) to cover the cost of (expense) in which they participated or purchased from me on (date). -(Signature), (Phone or Email)”. 

  • Name of individual/worker of a business who received the payment  for product or services
  • Total amount paid
  • Include type of payment (check #, cash, etc)
  • Name of Fund Custodian making the purchase
  • What was purchased
  • Date
  • Signature of the individual/worker receiving payment
  • Include contact info (phone or email) if payment was made to an individual rather than a business

Example verification statement: “I, (name), received this stipend disbursement (amount) on (date) from (NGO or Fund Custodian name) to conduct ministry activities as described in the Stipend Agreement. -(Signature)”. 

  • Designated Grantee Name
  • Acknowledge stipend was received
  • Total amount of Stipend(s)
  • Date (may be a specific date or a date range (Jan 2023-June 2023))
  • Name of NGO or Fund Custodian distributing the stipend
  • Signature of Designated Grantee



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titleReceipts from Mobile/Banking App

Receipts from Mobile/Banking App

For receipts from mobile apps (such as Venmo, Square, Apple Pay, PayPal, Google Wallet, or a banking app, etc.), Fund Custodian should be sure to include a clear description in the memo or "what's it for?" section of the transaction, to document what expense the payment is related to. The grant report should also include any information required for a valid receipt that is not visible on the mobile app "receipt" (see the guidelines above for what details must be included on the itemized receipt or hand-written receipt for it to be acceptable.) Please see the section below for details on receipts needed for shared expenses.


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titleReceipts for Shared Expenses

Receipts for Shared Expenses

If a grant expense is used to pay an individual for a portion of an expense that requires a receipt (and the portion exceeds the $25/$75 guidelines), he/she will need to submit two receipts. This includes both a copy of the original receipt with the total expense amount listed from the individual who collected the money and paid for the total expense, as well as a hand-written or mobile/banking app receipt for the portion paid to the individual. These two receipts provide Reliant with sufficient documentation of the transactions. The grant report should include all details required for the hand-written or mobile/banking app receipts, as detailed above. 


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