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Please contact Reliant immediately if using google forms or internet access overseas is a problem. |
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The Cash Journal should be reconciled and submitted to Reliant monthly (for events lasting longer than 60 days) or within 30 days of the end of an event. Reliant can help with entering the Expense Account information into that column on the event cash journal. Please be specific in the description to help us know what type of expense it was. Reliant can help you add a new currency not listed in the cash journal under the rates tab or we can also change the exchange rate. We use one exchange rate for the whole time you are there. Usually we take the average of the week or the month that you are there. We ask that you use the currency listed on your receipt. The formula will change it over to US dollars. In the “reimbursed to” column, write down the person who is receiving the event funds because they made the purchase. If that is you, write your name. If you had someone else purchase something for the event and you paid them back with the event funds (such as giving them cash, or electronically with paypal, zelle, etc.) then write their name down. Just remember you are responsible for sharing these event advance guidelines with anyone making purchases using event funds. Form InstructionsComplete the header rows with the name of the event finance administrator, the event title and event dates. The Balance field will auto populate as expenses are added to the form.
Receipt DocumentationAll expenses on the Cash Journal MUST have an itemized receipt of the expense. Reliant will not be able to accept a credit card receipt or a bank/credit card statement in lieu of an itemized receipt. Receipts (including hand written receipts) must include specific criteria to be considered valid:
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There are a couple of unusual situations for receipts listed below.
See other examples (such as mileage, etc.) of allowed expenses and how we handle receipting in the dropdown below.
Receipt SubmissionWhen your event is using an event advance, you must submit a receipt for every purchase made. To share those receipts with Reliant, there will be a shared folder on Google Drive to upload the receipts digitally for Reliant to review. Reliant requests that the receipts are delivered monthly and you may not request any more funds until the receipts have been seen by Reliant (for events lasting longer than 60 days) or within 30 days of an event's end date. If you are waiting until after the event has ended to submit the receipts in the expense advance log it is advised that you keep notes of the expenses incurred because you will need a concise ministry explanation of each expense.
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