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Collections Procedures
Summer Program Directors will decide how many payments, how much will be due, and when to schedule payments before the program begins on the Event Set Up form. These dates and payment fees will then determine the balances due on mygcmevents.reliant.org under each studentparticipant. The collections event finance administrator will be able to export data from mygcmevents.reliant.org to help with collection times. Only authorized staffknow what participant has made payment and who still owes their event fees. (See Event Registration Site Instructions) Only authorized missionaries, that are familiar with the Collections Policies and Procedures should handle the collection of any monies. The Program Director and the person delegated responsibility as Collections Event Finance Administrator (in the Event Set Up document) are ultimately responsible for ensuring these policies and procedures are followed.
Payments by the Participants
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**** We are currently co-branded and can accept payment made out to both GCM and Reliant.
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See also Event Fee Payments Made by Reliant Employee for events (Please have all missionaries/interns attending your event read how to pay for the event.) The event director will need to tell Reliant the fees for each missionary/intern to be added to the event (or have the participant begin the event registration and save before paying) before the missionary/intern can make a payment. |
These instructions are given to the participant in their acceptance email:
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To make your program deposit and remaining fee payments please follow these steps below: Please use this direct link to make your event payments. It will ask you to create a user name and password before you can begin making the payments. If you have any issues with that direct link, you can go to events.reliant.org and at the bottom of the HOME tab, you will see a dropdown for EVENTS. Your specific event will be listed there.
Option 1: Paper Check
Reliant: Event Payment 11002 Lake Hart Dr. Ste 100 Orlando, Fl 32832 Option 2: Bill Pay
Payee: Reliant - Events Example: "Event Fund 1763 Joe Staffer"
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- Event fees are paid on the online payment site and calculated on the date they are paid (not the date they being filling out their application). Fees that change amounts on specific dates will change to the next fee amount at midnight eastern standard time on the day written on the event set up form.
- Participants can not make payments for their fees until they have been accepted into the program. In order for your participant to be accepted and able to make a payment or to participate in any event activities your participant will need to have already completed the medical and liability forms.
- Any changes to specific participant fees (ex. refunds, adding late fees, etc.) can only be approved by the director or finance administrator.
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Option 1: Paper Check
Reliant: Event Payment 11002 Lake Hart Dr. Ste 100 Orlando, Fl 32832 Option 2: Bill Pay
Payee: Reliant - Events Example: "Event Fund 1763 Joe Staffer" |
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See also Event Fund Transfer Requests for churches within Reliant that have a Reliant department fund that want to make a payment for a participant's event fee. |
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All money collected onsite should be documented on the Ledger Sheet. |
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events.reliant.org (review |
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Event Registration Site Instructions) to export the data for each student into an excel file to see the balances due for each collection date. It also may be helpful to keep a file on your own to keep track of collection payments given by students. But, you will still need to access |
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events.reliant.org to view participant payments made by by credit card and e-check.
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Personal check guidelines
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Cash Payments
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Over payments/ Unpaid fees
Participants may choose to pay the pre-determined amount for the fee due date or they may pay more than is required for that due date.
It is the responsibility of the summer program’s leadership (not Reliant) to work with the participants who can not pay their program fees on time. The policies may state that there is a late fee for late fee payments. That late fee is enforced at the discretion of the program director and finance administrator. You will need to notify the Reliant special events coordinator if you want to add a late fee to a participant. This Payment Appeal Form can be used to help with participants who are requesting an extension for when their program fees are due. This is for the summer program collections administrator to use and keep and not to be sent back to Reliant. It is the responsibility of the program’s leadership to work with the students who have not paid their program fees. We suggest assigning a staff member to the participant to help give guidance and accountability to students needing financial help.
Sometimes participants do not know that they have overpaid. (It is common for participants to pay $5 extra because of the $695 fee and not realize it).
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If the Reliant gift processing department receives a payment for an amount over what is owed this is the process they will follow...
One participant's over payments to the program will not be switched to another student’s underpaid registration. |
They could however, request a refund for their over paid fees and then follow the directors below under donating towards payments for other participant program fees.
- The only exceptions is if a church sends in payments to help the students in their church, payment amounts may be switched from an overpaid student to an underpaid one. The church needs to provide written confirmation that this is acceptable to them.
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Donations/Tithing
Donating towards payments for other participant program fees.
If a participant wants to contribute to another participant fees they will either need to…
- write a check to the other student directly and that other student will need to write a new check from their own account to Reliant.
- Or they can anonymously donate cash to the underpaid student who will then have to go get a money order with the cash or deposit it and write a check from their own account to Reliant.
- Or they can anonymously get a money order written to Reliant on behalf of that student.
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We cannot accept any form of payment from anyone other than from the participant with the outstanding fee or from their parent with the same name or from the participant’s church.
In the past, the summer program finance administrator in charge of collections has been allowed to write a check on behalf of students to Reliant to help make payments when others who gave to help their payments have wanted to remain anonymous. This is no longer allowed. The summer program finance administrator could however, go get a money order and send that money order to Reliant on behalf of another student. If the summer program administrator has collected multiple donated payments for multiple participants they will need to send a list with the money order listing which participants the payments should go towards and how much.
Donating/Tithing towards your summer program.
If your summer program participants wish to donate or tithe to your specific summer program they should write a separate check or money order that is clearly labeled with the purpose of donation/tithe from that participant to avoid possibleconfusion as a summer program payment. Also, any checks/money orders that are donations or tithes need to be listed on a separate ledger sheet than the one that includes summer program payments. These donations to the summer program itself will be considered charitable tax-deductible gifts.
If you are the administrator for collections, and participants are writing checks made payable to you personally or handing you cash to donate towards the summer program, you will need to go get a money order for the total amount you have collected to be given to Reliant (you cannot write a personal check from yourself to Reliant for donation money that you have collected from summer program participants).
Also, attach to the separate ledger sheet created for donations (separate from program fee payments), the list of summer participants that gave donations on this money order and how much each of them gave. Their donations to the summer program will be considered charitable tax-deductible gifts.
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See also: Overpayments/Unpaid Fees for Events with Fees