Page History
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- Recurring Expenses - Ministry Expense (ME) Bonus, Monthly Phone Service
- Technology
- Travel and Events
- Office Expenses
- Other Ministry Expenses - Equipment, Continuing Education, Gifts, etc.
- International Worker Expenses
- Licensed Counselor Expenses - For those who serve as a licensed counselor
- Coaching, Counseling, and Spiritual Direction
General Standards
Anchor Stewardship Stewardship
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Current approved Expense Submission Request Forms are required for expense submission.
Expense Advances, primarily relating to large, expected travel expenditures, will be considered on a case-by-case basis. International Expense Allowance is available to International workers for expenses not eligible for inclusion on the International Expense Submission Form and not included in their monthly salary. The amount can be received before the expense purchase, as receipts are not used for requesting the amount. Moving Allowance is available to U.S.-based employees incurring moving costs for moving from one ministry location to another Exception Requests are available for submission in the event of a denied submission or to request special exceptions to the Standard Grants are available for expenses related directly to a project fund. The full grant process involves submitting a grant request and following the Board's policy on grant reporting Per Diem (U.S.) & Per Diem (International) is available to use for travel expenses incurred during longer periods of travel Support Goal- support goal submission is specific to program teams. Please reach out to the appropriate program liaison for assistance With each expense submitted on the relevant form, there should be:
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For all Reimbursements and ERBs, requests must be received within 60 days after the end of the month in which the expense is incurred. An expense is incurred when an item is purchased, or , in the case of pre-payment for travel, when the travel actually occurs, as long as both the payment date and travel date are listed on the receipt for documentation.
Reimbursements submitted in the third month (61-90 days after the end of the month in which the expenses were incurred) are considered late, and are eligible for recovery as an Expense Recovery Bonus (ERB), in which the total amount of the submission will be considered taxable wages.
Reimbursements submitted more than 90 days following the end of the month in which the expenses were incurred are not eligible for recovery. An exception request may be submitted for consideration for the expired reimbursement to be recovered as an ERB with tax implications.
Late submissions that require an exception request are not guaranteed to be approved and will be considered on a case-by-case basis. The late expense submission must include a valid reason for the late submission and supervisor approval.
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Key Change to the Standard: Under the previous policy and standard, approved late submissions were automatically considered taxable wages. Going forward, that will no longer be the case. Approved late submissions will be treated like any other expense regarding taxability. Therefore, if an expense Reimbursement would typically be considered non-taxable, it will remain non-taxable if approved for a late submission. Supervisor approval is now required for late submissions. |
Please review the table below for more details on the timing of receiving Reimbursement/bonus funds based on the submission date.
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Please reference the table below for the current submission timeframe.
Month in which expense was incurred | March 2024 (and previous months) | April 2024 | May 2024 | June 2024 | July 2024 |
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Status of submission | Submission is considered late. | Submission is considered late. | Submission is currently on-time. | Submission is currently on-time. | Submission is currently on-time. |
Next steps for expense recovery |
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Please review the table below for more details on the timing of receiving Reimbursement/bonus funds based on the submission date.
Anchor Payment Dates Payment Dates
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Payment Dates
Expense Incurred... | Reimbursement Submitted by... | Paid to the Bank Account of Field Staff by... |
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Anytime in the previous month. | The 1st to 15th of the current month. | The last business day of |
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Payment Dates
Expense Incurred... | Reimbursement Submitted by... | Paid to the Bank Account of Field Staff by... |
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Anytime in the previous month. | The 1st to 15th of the current month. | The last business day of the current month. |
Anytime in the previous month. | The 16th to 31st of the current month. | The 20th of the following month or the preceding business day if the 20th falls on a weekend or holiday. |
Anytime in the current month. | The 1st to 31st of the current month. | The 20th of the following month or the preceding business day if the 20th falls on a weekend or holiday. |
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Upon review of expense submissions, Reliant may remove or deny expenses or return submitted expense forms for various reasons. Explanations for the return or denial of submitted expenses can be found in Google in Google comments within the Google file, the Reliant email of field staff, or StaffNetthe reimbursement notes section of Toolbox. Field staff are responsible for checking their Reliant email and Staffnet for Toolbox for reimbursement notes and initiating with Reliant if there are questions about those notes. Reliant will notify field staff via email or Google Drive comments if a form is entirely denied.
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Project Fund Expenses In addition to individual MTD accounts, Reliant also manages funds for ministries, non-profits, and churches. Project fund expense submissions require approval by a designated authorized signer for the fund. When an expense is not directly related to a field staff's specific job role but is more closely aligned to a project or ministry, project fund expenses can be submitted using the Project Fund Expense Submission Form. Reimbursements from a project require all the same documentation as those from an MTD account and are processed according to the same submission deadlines. These types of Reimbursements are paid directly from the project fund based on available funds and the order in which they were received. The MTD account balance the field staff is responsible for does not incur the expense for these reimbursed costs (therefore, the order of pay from the MTD account does not apply), so it is possible for an employee who has back pay and back Reimbursements to receive payment for a Reimbursement that was submitted to be paid from a project fund. Reliant pays project fund Reimbursements if there are available funds in the project fund. A project fund can accumulate back Reimbursements. If an expense submitted through a project fund will be owned, stored, and considered solely the property of the church/ministry (with no personal usage by the individual submitting the request), then the expenses are attributable to the church/ministry, which is not taxed for expenses that are usually fully or partially taxed to the field staff MTD fund. If an expense is not for an item that will be considered the sole property of the church/ministry, then a field staff can still specify that the project fund (rather than an MTD account) should be the source of funds for a Reimbursement or ERB. In the case of an ERB, the taxable expenditure (including expenses with a partial taxable component) is processed similarly to ERBs funded through MTD accounts. The ERB for project funds can only be routed through a paid employee's payroll; therefore, Reliant associates may not request an expense recovery using a project fund for payment for any taxable expenditures.
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Standards by Expense Type
The summary guidance below for the specific standards by expense type is intended as a table of contents and a quick reference guide for specific expense categories. Expenses below are Reimbursements unless otherwise stated as an Expense Recovery Bonus (ERB). Items not addressed in this guide could require approval from the supervisor and the Reliant reimbursement team. Please contact reimbursements@reliant.org with questions.
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expenditures.
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Standards by Expense Type
The summary guidance below for the specific standards by expense type is intended as a table of contents and a quick reference guide for specific expense categories. Expenses below are Reimbursements unless otherwise stated as an Expense Recovery Bonus (ERB). Items not addressed in this guide could require approval from the supervisor and the Reliant reimbursement team. Please contact reimbursements@reliant.org with questions.
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Recurring Expenses
(Support Goal Submission)
Expense Category | Summary of Allowable Costs | Key Details | |||||||||||||||||||
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Ministry Expense (ME) Bonus | The ME Bonus is for field staff to cover routine, ongoing ministry expenses. Staff may request the following through support goal submission: Up to $600/month for full-time and 30-hour employees Up to $300/month for 25-hour, 20-hour, and hourly employees International workers' amounts are needs-based |
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Monthly Mobile Phone Service | U.S. employees may request through support goal submission to cover monthly mobile phone services Up to $100/month for full-time and 30-hour employees Up to $50/month for 25-hour, 20-hour, and hourly employees |
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Technology
(Relevant to all Reliant Field Workers)
Expense Category | Summary of Allowable Costs | Key Details | ||||||||||||
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Mobile Phone Device | $1,000 max limit to purchase a phone Only eligible once every two years Recoverable as 75% nontaxable Reimbursement and 25% taxable ERB (*International workers see International Worker Expenses for sat phone) |
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Apps | One-time purchases and subscriptions for apps directly relevant to field workers' job responsibilities are allowed. |
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Computers & Computer Equipment | Computers (desktop/laptop/tablet), computer equipment (e.g., monitors, printers, hard drives), and warranties, to the extent they are required to perform ministry responsibilities. Each type of item above is only eligible once every three years 75% nontaxable Reimbursement and 25% taxable ERB. |
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Software | One-time outright purchases of software: Recoverable as 75% nontaxable Reimbursement and 25% taxable ERB. Only eligible once every three years per software type Monthly Software subscriptions are 100% nontaxable (*International workers see International Worker Expenses for VPN) |
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Equipment | Sound/lighting/projection equipment, musical instruments, and other types of equipment, to the extent they are required to perform ministry responsibilities. Recoverable as 75% nontaxable Reimbursement and 25% taxable ERB.
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Recurring Expenses
(Support Goal Submission)
Expense Category
Key Details
Ministry Expense (ME) Bonus
The ME Bonus is for field staff to cover routine, ongoing ministry expenses. Staff may request the following through support goal submission:
Up to $600/month for full-time and 30-hour employees
Up to $300/month for 25-hour, 20-hour, and hourly employees
International workers' amounts are needs-based
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- Meals with co-workers
- Gifts for co-workers
- Monthly internet costs
- Local mileage (under 50 miles one-way) and tolls (normal commutes for local ministry)
- Local parking under $10
- HSA employee contribution (if you are benefits-eligible and are currently on Reliant's medical insurance plan)
- Other routine, ongoing ministry expenses
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Monthly phone plan costs are calculated separately on the employee support goal submission to be entered as non-taxable and should not be included in the total amount requested for the ME bonus. |
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Reliant provides an optional monthly taxable Ministry Expense (ME) bonus for paid U.S. employees to help cover routine, ongoing monthly expenses associated with the ministry. U.S. employees working full-time or 30 or more hours are eligible to request up to $600/month. U.S. employees working 25-hour, 20-hour, or hourly are eligible to request up to $300/month. ME Bonus requests are submitted through employee support goals.
International workers have their Ministry Expense amounts included with their needs-based salary. Therefore, these ME bonus amounts apply only to U.S.-based employees.
Associates are not eligible to receive this bonus.
Reliant does not require receipts for expenses included in the ME bonus. Field workers may set the amount they think is appropriate to cover their typically incurred monthly expenses (up to the limits set above).
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Website Hosting & Email Distribution | Website hosting services or email distribution services that are directly related to the worker's ministry role |
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Media Downloads | Media downloads such as books, digital photos, graphics, etc., and other resources required for ministry-role. |
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Travel and Events
(Relevant to all Reliant Field Workers)
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Ministry trips are defined as "trips outside of the field staff's local metropolitan area, required for ministry purposes, and for which the majority of time is spent on ministry job responsibilities." Reimbursable costs for ministry trips include reasonable and customary transportation, lodging, meals, and related travel expenses, to the extent that job responsibilities require travel. Trips that include both ministry job responsibilities and personal interests are reimbursable only for the portion required for ministry. See also: FAQ for Cancelled Trips. |
Expense Category | Summary of Allowable Costs | Key Details |
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Hotel/Lodging | Up to $250/night for ministry trips |
Local Mileage amount has also changed from 100 miles to 50 miles. Mileage over 50 miles one-way is now eligible to be submitted through an expense submission.
U.S. employees may request through support goal submission to cover monthly mobile phone services
Up to $100/month for full-time and 30-hour employees
Up to $50/month for 25-hour, 20-hour, and hourly employees
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Associates are not eligible.
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Key Change to the Standard: Mobile phone service costs used to be included in the ME bonus total, which resulted in additional taxable income for field staff. Under the new Standard, mobile phone service costs are tax deductible. Paid employees may now submit a request through their support goal to recover monthly phone service payments through a non-taxable monthly amount included in their paycheck. |
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Flight | Airfare Baggage fees (for transportation of luggage) Seat upgrades, if required as a reasonable accommodation. TSA pre-check or CLEAR, if the service is used for ministry-related travel 3 or more times per year. |
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Technology
(Relevant to all Reliant Field Workers)
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Mobile Phone Device | $1,000 max limit to purchase a phone Only eligible once every two years Recoverable as 75% nontaxable Reimbursement and 25% taxable ERB (*International workers see International Worker Expenses for sat phone) |
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Include a brief description of the app (one-time purchase or subscription) and an explanation of the ministry purpose. |
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Rental car, fuel receipts, and additional insurance purchased are all reimbursable. (See Auto and Rental Car Insurance) Only fuel costs can be reimbursed for a rental car, not mileage. |
Computers & Computer Equipment
Computers (desktop/laptop/tablet), computer equipment (e.g., monitors, printers, hard drives), and warranties, to the extent they are required to perform ministry responsibilities.
Each type of item above is only eligible once every three years
75% nontaxable Reimbursement and 25% taxable ERB.UI Expand | ||||
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Only reasonable fuel costs can be reimbursed for a borrowed car, not mileage. Additional financial compensation given to the car owner for the use of their borrowed vehicle cannot be reimbursed. (See "Gifts" below for details) |
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Mileage/Carpooling
One-time outright purchases of software:
Recoverable as 75% nontaxable Reimbursement and 25% taxable ERB.
Only eligible once every three years per software type
Monthly Software subscriptions are 100% nontaxable
Mileage for necessary ministry-related trips in excess of 50 miles each way (less than 50 are included in the support goal bonus) from the starting ministry location.
(*International workers see International Worker Expenses
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For Field Staff working 20 hours/week or more and intending to remain (20 hour or more) with Reliant for at least 12 months after the software is purchased. One-year fixed-term employees can reimburse software at the start of their year term if it is part of their parameters. Field staff working fewer than 20 hours a week are not eligible to purchase software outright (an appeal may be made through an exception request) but can reimburse monthly software subscriptions. Associates are not eligible to purchase software outright but can reimburse monthly software subscriptions. However, there is a 90-Day Eligibility Extension for Taxable Expenses for Associates who are in "pre-employment" status. (See Associates for details) |
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Key Change to the Standard: For field staff working 20 hours or more and intending to remain on staff for at least 12 months The standard is now every 3 years (it used to be 2) There is no longer a max limit amount as there was previously. Software is now 75% nontaxable and 25 taxable. It was previously 100% taxable. |
The IRS mileage rate for 2024 expenses is $0.67/mile.
Mileage for trips of 50 miles or less (each way) is considered to be among the routine expenses covered by the Ministry Expense Bonus and should not be submitted for reimbursement by an employee. Mileage for trips in excess of 50 miles each way may be submitted for reimbursement. For example, if a field worker were to take a ministry-related trip of 75 miles each way, they could submit reimbursement for 25 miles each way (75-mile trip minus the 50-mile ME bonus threshold). |
Sound/lighting/projection equipment, musical instruments, and other types of equipment, to the extent they are required to perform ministry responsibilities.
Recoverable as 75% nontaxable Reimbursement and 25% taxable ERB.
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Parking & Tolls
Parking costs of more than $10 when conducting ministry work in a location that is not the local place of work.
Parking costs incurred during travel (airport parking costs, hotel or conference center parking, etc.)
Tolls when traveling on a ministry trip
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There is no limit to how often equipment can be purchased, nor is there a max cap amount on the purchase, but remember to follow the Standard criteria for what is reasonable and necessary to the specific ministry role. Employees or Associates may submit a request on the expense submission form for a fully non-taxable equipment expense recovery by explaining how the equipment is 100% necessary to perform ministry-related work and provides only marginal or no personal benefit. |
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For Field Staff working 20 hours/week or more and intending to remain (20 hours or more) with Reliant for at least 12 months after the equipment is purchased. Field staff working fewer than 20 hours a week are not eligible to purchase equipment. An appeal may be made through an exception request. Associates are not eligible to purchase equipment due to the taxable component. However, there is a 90-Day Eligibility Extension for Taxable Expenses for Associates who are in "pre-employment" status. (See Associates for details) |
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Key Change to the Standard: No max limit amount (there used to be assigned limits per type of equipment); however remember criteria of reasonable and necessary will always apply Equipment can be purchased as needed (it used to be only every 2 years for each type of item) Equipment is now 75% nontaxable and 25% taxable. It was previously 100% taxable For field staff working 20 hours or more and intending to remain on staff for at least 12 months |
Website Hosting & Email Distribution
Website hosting services or email distribution services that are directly related to the worker's ministry role
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No maximum limit as long as charges meet the general criteria for expenses. |
Media Downloads
Media downloads such as books, digital photos, graphics, etc., and other resources required for ministry-role.
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Parking permits at the primary place of ministry can be recovered through an ERBNo maximum limit as long as charges meet the general criteria for expenses. |
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Local parking costs under $10 should be included in the monthly bonus support goal request and are not reimbursable. |
Taxi, bus, rideshare, train, water transportation, etc., when traveling on a ministry trip
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Downloaded media items must be reimbursed at the point they are purchased. Meaning no reimbursement of gift cards bought for expected future downloads. Staff can only reimburse ministry-related downloads as individual expenses at the point that they make them. |
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Books related to a continuing education class should not be expensed on a normal reimbursement form. They should only be submitted using the Continuing Education form. |
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Covid Testing | Mandated testing for COVID in order to travel |
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Visa and Passport | Mandatory fees paid to regulatory agencies and governing bodies (*International workers see International Worker Expenses)
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Travel and Events
(Relevant to all Reliant Field Workers)
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Ministry trips are defined as "trips outside of the field staff's local metropolitan area, required for ministry purposes, and for which the majority of time is spent on ministry job responsibilities." Reimbursable costs for ministry trips include reasonable and customary transportation, lodging, meals, and related travel expenses, to the extent that job responsibilities require travel. Trips that include both ministry job responsibilities and personal interests are reimbursable only for the portion required for ministry. See also: FAQ for Cancelled Trips. |
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Hotel/Lodging | Up to $250/night for ministry trips
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Vaccinations and Immunizations (short-term international trips) | Vaccinations and immunizations required for international travel (taxable ERB) (*International workers see International Worker Expenses) Certain medications required for international short-term travel related to mission trips are reimbursable | ||||||||||||||||||||||||||||
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The full version of the hotel receipt that includes the field worker's name and receipts must be submitted for all lodging, regardless of the amount. Choose to submit the receipt either on the month it was purchased, or the month the travel takes place since both dates are found on the receipt. Remember, if lodging was shared with others, please follow the instructions above for shared expenses as two receipts will be needed. | Flight | ||||||||||||||||||||||||||||
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Meals During Travel | Meals during ministry trips Per Diem for meals during travel (U.S. Per Diem and International Per Diem) is available upon request for field workers traveling for their Reliant role for a period of 5 or more days. | Rental Car/Borrowed Car | UI Expand | | |||||||||||||||||||||||||
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Reminder: Mileage cannot be reimbursed for a rental car or a borrowed car |
Mileage for trips of 50 miles or less (each way) is considered to be among the routine expenses covered by the Ministry Expense Bonus and should not be submitted for reimbursement by an employee. Mileage for trips in excess of 50 miles each way may be submitted for reimbursement. For example, if a field worker were to take a ministry-related trip of 75 miles each way, they could submit reimbursement for 25 miles each way (75-mile trip minus the 50-mile ME bonus threshold).
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Associates can reimburse any ministry-related mileage and should not subtract the 50 miles since they are not receiving a bonus through support goal submission. Paid employees may not reimburse local mileage in any way other than through a bonus on support goal submission. If an employee opted out of the support goal request, they have forfeited the benefit of receiving reimbursement for local mileage. |
title | Needed for Submission |
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Mileage:
Submit total mileage amount (after subtracting 50 miles each way) and the trip start/end location are needed.
Be sure to also subtract any personal mileage for any side trips during business travel from the total mileage you submit for reimbursement.
Carpool:
The above submission rules apply, and...
If the worker is the driver in a carpool: passengers will typically directly reimburse the driver for a portion of the mileage/gas cost by calculating the mileage rate for the ministry travel. The person submitting the expense would then subtract the amount received in gas money mileage from the total amount of mileage they could have submitted on the expense submission form. In the ministry purpose on the form, add the names of the passengers and their relationship to the worker and the money collected (specify the dollar amount from each listed passenger)
If the worker is the passenger in a carpool, when driving in another person's vehicle, reimbursement for the money given to the car owner for the passenger's portion of mileage cost may be reimbursed. The amount submitted for reimbursement cannot exceed the approved mileage reimbursement rate multiplied by the number of ministry miles driven. Enter only the mileage amount that adds up to the cost submitted for reimbursement on the form. A hand-written/emailed receipt from the car owner is required if more than $75 (please follow directions for what is needed when submitting a hand-written receipt and also include the locations travel (to/from) and the total mileage amount on the receipt.)
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Key Change to Standard: In the past, the limit was defined as 100 miles away from home (each way). The standard has changed to 50 miles each way. Also, we are now clarifying that the 50 miles each way should be subtracted from the total mileage submitted. This is not a change, but a clarification. |
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Monthly internet access at home should be requested through ME Bonus and support goal submission, not as a regular expense submission. |
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While Reliant offers multiple Travel Assistance Programs, we do not have coverage for expenses related to canceled travel. Any coverage for travel assistance is a reimbursable expense. (See FAQ for Cancelled Trips) |
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Supplemental medical travel insurance for short-term international trips can be recovered through an ERB. See Travel Insurance |
Weddings and Funerals
If the criteria (under Key Details) for the wedding/funeral are met, then airfare, mileage, lodging, rental cars, meals, and other travel-related expenses, etc., can be reimbursed.
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Remember to review non-employed/non-associate spouse and family costs. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form.
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Parking & Tolls
Parking costs of more than $10 when conducting ministry work in a location that is not the local place of work.
Parking costs incurred during travel (airport parking costs, hotel or conference center parking, etc.)
Tolls when traveling on a ministry trip.
title | Parking Permit |
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Local parking costs under $10 should be included in the monthly bonus support goal request and are not reimbursable.
Remember to review non-employed/non-associate spouse and family costs when attending an event with a spouse or family. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form.
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Remember to review non-employed/non-associate spouse and family costs. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form.
Mandated testing for COVID in order to travel
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Only testing not covered by Reliant's health plan can be reimbursed. Remember to review non-employed/non-associate spouse and family costs. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form. |
Mandatory fees paid to regulatory agencies and governing bodies (*International workers see International Worker Expenses)
- Visa Fees and related documentation are reimbursable
- Passport fees and related documentation are taxable ERB
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See also related links for events where registration and payment are processed through Reliant:
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The mission trip and outreach event should be directly relevant to the field worker's ministry and job responsibilities.
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Vaccinations and immunizations required for international travel (taxable ERB) (*International workers see International Worker Expenses)
Certain medications required for international short-term travel related to mission trips are reimbursable
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We encourage participants of the Reliant-offered health plans to utilize their medical and prescription care benefits to hopefully decrease their out-of-pocket costs, and whenever possible to utilize their HSA savings accounts to cover these expenditures. Prescription medicines prescribed by a doctor or recommended by the CDC specifically for ministry travel to a country outside of your normal ministry location (such as malaria pills) are reimbursable Other over-the-counter medications purchased for use during ministry travel to a country outside of your normal ministry location are reimbursable. Please limit the quantity of medication to correlate with the length of the mission trip. This type of expense should be limited to medications you don't normally utilize personally on a regular basis. Remember to review non-employed/non-associate spouse and family costs. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form. |
Meals During Travel
Meals during ministry trips
Per Diem for meals during travel (U.S. Per Diem and International Per Diem) is available upon request for field workers traveling for their Reliant role for a period of 5 or more days.
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See also related links for mission trips where registration and donations are processed through Reliant:
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Spiritual and Ministry Planning Retreats are intended to be dedicated, focused, and intentional times of immersion in the Word, prayer, and/or ministry planning and preparation. Costs associated with the retreats may be reimbursed with pre-approval on a Personal Development Plan.
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Expenses for Spiritual and Ministry Planning Retreats are not submitted through a normal expense submission form. There is a separate Spiritual and Ministry Planning Retreat Expense Submission form for expenses related to this category.
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Office Expenses
(Relevant to all Reliant Field Workers)
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Office Supplies | Due to the different job responsibilities of Reliant Employees, the types of office supplies used for ministry purposes are vast and varying. It is the field worker's responsibility to use discretion when purchasing supplies to ensure the items are truly reasonable and necessary for ministry expenses. | ||||||||||||||||
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If over $75, remember to include both the itemized receipt and the credit card receipt showing the tip with your submission. |
UI Expand | ||
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Monthly internet access at home should be requested through ME Bonus and support goal submission, not as a regular expense submission. |
UI Expand | ||
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While Reliant offers multiple Travel Assistance Programs, we do not have coverage for expenses related to canceled travel. Any coverage for travel assistance is a reimbursable expense. (See FAQ for Cancelled Trips) |
UI Expand | ||
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Supplemental medical travel insurance for short-term international trips can be recovered through an ERB. See Travel Insurance |
Weddings and Funerals
UI Expand | ||
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Please limit bulk purchases of supplies to 4 months' worth of inventory to be stored at any given time.
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Expenses incurred by a Reliant Employee related to attending a wedding must meet these criteria to be reimbursable:
The employee must be either officiating the wedding or performing special music as an extension of their Reliant ministry role (family events excluded)
If the field worker is not officiating or performing special music (just attending the wedding as a guest), the employee must have performed pre-marital counseling as part of their role as a Reliant field worker. The pre-marital counseling must have occurred before the wedding and on numerous occasions for expenses to be reimbursable.
Expenses incurred during attendance at a funeral as part of a ministry role with Reliant (family events excluded) may be eligible to reimburse expenses.
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Office rent and utilities (water, electricity, gas, etc.) are reimbursable when the office is used exclusively for ministry purposes. A rental office that is only partially used for ministry purposes cannot have rent or utilities reimbursed through Reliant
.
UI Expand | ||
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A receipt is required for all rent expenses. Please be sure to note on the form the specific ministry purpose related to the office rent. For example:
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Remember to review non-employed/non-associate spouse and family costs when attending an event with a spouse or family. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form.
UI Expand | ||
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| Needed for Submission | |
In the ministry description on the form, add the specific name of the conference/retreat/event and explain why attendance was necessary as it relates to the ministry role. The receipt should state:
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Rental office furniture and décor are reimbursable when the rental office is used exclusively for ministry purposes to the extent the items are required to perform ministry responsibilities. A rental office that is only partially used for ministry purposes cannot have these items reimbursed through Reliant. |
UI Expand | ||
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Home office furniture and home office décor expenses are only recoverable through an Expense Recovery Bonus to the extent the items are required to perform ministry responsibilities. |
Postage/Shipping/Fax
Postage, fax, and shipping expenses that are associated with your ministry role
.
UI Expand | ||
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Please limit bulk purchases to 4 months' worth of inventory to be stored at any given time. |
Printing & Copies
Anchor | ||||
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Other Ministry Expenses
(Relevant to all Reliant Field Workers)
Expense Category | Summary of Allowable Costs | Key Details | |||||||||||||||||||
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Furniture (ministry gathering/small and large groups) | To the extent the furniture is required to perform ministry responsibilities related to ministry gatherings (such as small/large group indoor or outdoor meetings and events), recoverable as 75% nontaxable Reimbursement and 25% taxable ERB. |
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UI Expand | |||||||||||||||||||||
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| Eligibility |
| Children of Reliant employees participating in/attending International Event. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form.
| Needed for Submission | ||||||||||||||||
For any amount over $75, a receipt is needed for all mission trip fees from the mission organization. In case of multiple or installment payments, submit a receipt for each payment over $75. Please review Travel Notification and fill out the appropriate form for either individual or group travel. It is important that the Reliant office knows when and where field workers are traveling in case of an emergency in the ministry location—also review Travel Insurance. |
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Meals/Groceries (not associated with travel)
| Meals for ministry contacts, donors, and group events Groceries for prepared meals for ministry purposes One-time special event/celebration meals with co-workers that are out of the ordinary can be submitted
| Spiritual and Ministry Planning Retreats | Spiritual and Ministry Planning Retreats are intended to be dedicated, focused, and intentional times of immersion in the Word, prayer, and/or ministry planning and preparation. Costs associated with the retreats may be reimbursed with pre-approval on a Personal Development Plan
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UI Expand | |||||||||||||||||||||
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| Spiritual and Ministry Planning Retreats are not intended for general refreshment/relaxation/recharge time alone or with a spouse (Reliant's PTO policy better suits that purpose), nor are they considered an official Reliant sabbatical (see the Reliant sabbatical guidelines).
| Needed for Submission | ||||||||||||||||||
All spiritual and ministry planning retreat expenses must be submitted on the spiritual and ministry planning retreat form. The expenses should be entered according to their individual expense categories. Mileage to and from a retreat location, lodging, meals, and recreation activities (such as state park admittance, etc.) can be reimbursed with the following two limits: A maximum of 5 days is eligible for reimbursement per year, regardless of whether the retreat is quarterly, bi-annual, or annual. (The 5 days can be spread throughout the year.) $1,500 max total per year reimbursement is available for all travel and expenses related specifically to a spiritual and ministry planning retreat. If the spiritual retreat occurs within a sabbatical plan, there is no max amount/days cap. A Personal Development Plan should be linked to the submission of expenses with the supervisor's approval. |
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Note |
| A personal development plan is now needed to explain how the field worker will use the spiritual and ministry planning retreat to develop in their role as ministry-worker. Local supervisor approval is also required.
Note |
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Key Change to the Standard: The total max amount is now $1,500 per year instead of $1,000. |
...
Office Expenses
(Relevant to all Reliant Field Workers)
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Books | Books that are ministry-related (they do not need to be religious in nature) | ||||||||||||||||
Expense Category | Summary of Allowable Costs | Key Details | |||||||||||||||
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Office Supplies | |||||||||||||||||
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UI Expand | ||
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Supplies purchased using an MTD fund where the item is donated to the local church after being used for the initial ministry purpose may be reimbursable as non-taxable if the following guidelines apply: The total cost of items must not exceed $200, including taxes and shipping costs. Clearly document the decision to donate the item to the local church on the reimbursement. These purchases and donation agreements with the church should be an infrequent scenario. Email the Reliant Reimbursement Coordinator (reimbursements@reliant.org) before the purchase to ensure it’s acceptable as an MTD reimbursement rather than a project fund reimbursement. |
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UI Expand | |||||||
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A receipt is required for all rent expenses. Please be sure to note on the form the specific ministry purpose related to the office rent. For example:
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Continuing education courses
Course-related books
Associated Fees
Some other continuing education-related expenses can be recovered through an Expense Recovery Bonus, such as school-required health checks and immunizations and related travel costs associated with continuing education.
UI Expand | |
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These expenses require a special form. See Continuing Education for more details and the specific form to use.
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Home office furniture and home office décor expenses are only recoverable through an Expense Recovery Bonus to the extent the items are required to perform ministry responsibilities.
Postage/Shipping/Fax
Postage, fax, and shipping expenses that are associated with your ministry role.
UI Expand | ||
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Please limit bulk purchases to 4 months' worth of inventory to be stored at any given time. |
Printing & Copies
...
Other Ministry Expenses
(Relevant to all Reliant Field Workers)
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Counseling | Certain expenses relating to counseling, coaching, and spiritual direction may be eligible for recovery through either a standard reimbursement, or an Expense Recovery Bonus, with tax implications. Please reference this section for specific details. (*International workers see International Worker Expenses) |
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Gifts
| Gifts from field workers are reimbursable, assuming:
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Gift Cards | A gift card given by a Reliant employee to donors may be reimbursed with a valid ministry purpose, but annual limits for giving (see "Gifts" above) apply. As a Standard, Reliant does not allow field staff to give gift cards to other field staff (employee or associate). | ||||||||||||||||||||||||
Expense Category | Summary of Allowable Costs | Key Details | |||||||||||||||||||||||
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Furniture (ministry gathering/small and large groups) | |||||||||||||||||||||||||
UI Expand | |||||||||||||||||||||||||
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UI Expand | ||
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There is no limit to how often furniture can be purchased, nor is there a max cap amount on the purchase, but remember to follow the Standard criteria for what is reasonable and necessary to the specific ministry role. Employees may submit a request on the expense submission form for a fully non-taxable equipment expense recovery by explaining how the furniture is 100% necessary to perform ministry-related work and provides only marginal or no personal benefit (such as the furniture being purchased for a church/ministry location rather than being used in a home for small groups). |
UI Expand | ||
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For Field Staff working 20 hours/week or more and intending to remain (20 hours or more) with Reliant for at least 12 months after the furniture is purchased. Field staff working fewer than 20 hours a week are not eligible to purchase furniture. An appeal may be made through an exception request. Associates are not eligible to purchase furniture due to the taxable component. (If an associate However, there is a 90-Day Eligibility Extension for Taxable Expenses for Associates who are in "pre-employment" status. (See Associates for details) |
Note |
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Key Change to the Standard: No max limit amount (there used to be assigned limits); however remember criteria of reasonable and necessary will always apply Furniture can be purchased as needed (it used to be only every 2 years for each type of item) Furniture is now 75% nontaxable and 25% taxable. It was previously 100% taxable For field staff working 20 hours or more and intending to remain on staff for at least 12 months |
Meals/Groceries (not associated with travel)
Meals for ministry contacts, donors, and group events
Groceries for prepared meals for ministry purposes
One-time special event/celebration meals with co-workers that are out of the ordinary can be submitted
title | Dormitory Meal Plan Pass |
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UI Expand | ||||
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Info | ||||
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Moving costs are not submitted through expense submission. (*International workers see International Worker Expenses)
A moving allowance is available for moving costs incurred while moving from one U.S. ministry location to another U.S. ministry location.
UI Expand | ||
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| Eligibility | |
Normal meals with co-workers are not eligible to be reimbursed through normal reimbursement but should be included in the recurring expense through support goal submission. Associate staff may be eligible to reimburse reasonable meal expenses with other Reliant staff as long as there is a valid ministry purpose where the associate is performing their associate ministry role and the meal is not primarily social/fellowship in nature. Associate meals are reimbursed at the discretion of Reliant. Remember to review non-employed/non-associate spouse and family costs. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form. | ||
Note |
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U.S.-based employees can request a Moving Allowance using this form. (For International moving costs see International worker expenses below) |
Professional fees paid to companies, agencies, or individuals for services necessary to conduct ministry are reimbursable. Professional fees include coaching, designers, photographers, videographers, etc. (*International workers see International Worker Expenses)
UI Expand | ||||
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| Needed for Submission |
Info |
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If over $75, remember to include both the itemized receipt and the credit card receipt showing the tip with your submission. |
Books
| ||
Coaching: Reliant field workers often seek outside instruction for ongoing ministry and development in their role. These may be temporary, such as during a sabbatical or role transition, or ongoing and should be discussed with the local church/ministry to confirm the coaching is necessary for maintaining and improving skills needed for the worker's role.
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Recreation/Activities
Use discretion when submitting requests for reimbursement of recreation/activity expenses. The recreation/activity needs to have a valid ministry purpose related to the field staff role and must follow the Standard for reasonable, necessary, etc. A recreation/activity for the purpose of general fellowship would not qualify as a clear ministry purpose. Please see the key details for specific expenses that do not qualify for expense submission.
UI Expand | ||
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Gym memberships (including campus gyms) are eligible for recovery through ERB with a valid ministry purpose related to the field staff role. (For example: sports ministry). Annual membership preferred to avoid monthly form submission. |
UI Expand | |||||||||
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UI Expand | ||
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Add the book title and why it was needed for your ministry to the ministry purpose section of the expense submission form. Books given as Gifts or textbooks for Continuing Education are reimbursed in those expense categories. |
Note |
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Key Change to the Standard: The book's author is no longer needed on form submission. |
The purpose of general fellowship does not qualify as a clear ministry purpose, but for example, an activity where the purpose is exclusively the development of a major donor contact (gives $1,000 or more) would qualify.
There are a few specific recreation/activity expenses that definitely do NOT qualify to be eligible for expense submission. Reliant reserves the right to determine other non-qualifying expenses.
Expenses not eligible include admission to theme parks, fireworks, weapons, high-risk outdoor activities (such as whitewater rafting), luxury cruises, and vacation travel expenses.
Sabbatical Expenses
Reliant acknowledges that sabbatical expenses can vary significantly from person-to-person, and, that a number of sabbatical expenses can easily blur the line between professional and personal costs. In order to bring simplicity and clarity to the expense recovery process, Reliant offers a Sabbatical Bonus to cover most sabbatical-related expenses
Continuing education courses
Course-related books
Associated Fees
Some other continuing education-related expenses can be recovered through an Expense Recovery Bonus, such as school-required health checks and immunizations and related travel costs associated with continuing education.
title | Key Details |
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These expenses require a special form. See Continuing Education for more details and the specific form to use.
Info |
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Needs pre-approval through continuing education form before reimbursement can be submitted |
title | Needs for Submission |
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UI Expand | ||
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| Eligibility | |
Employees working 20 hours or more per week are eligible for this benefit. Hourly employees may be eligible upon receiving special approval. Associates are not eligible. |
| |
The Sabbatical Bonus is designed to cover most sabbatical-related expenses. Reliant employees who have received approval for their sabbatical may request a Sabbatical Bonus of up to $3,000 (plus an optional 25% taxable bonus) that will be paid to the employee as an ERB. This bonus is designed to cover most sabbatical-related expenses including travel for rest/career evaluation purposes and family expenses. On rare occasion, some sabbatical expenses can be reimbursable beyond the bonus. Examples of these expenses include a conference or training that an employee has been approved to attend while on sabbatical, along with work-related coaching. |
UI Expand | ||
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See also: Stewardship of Health and Healthcare Resources Short-term counseling is available through Reliant's Employee Assitance Program for those enrolled in Reliant's insurance. | ||
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Due to the pandemic and the increase of social distancing and online social networking, online gaming platforms (only if the primary use of the subscription or purchase is to maintain ongoing personal connections with ministry contacts, such as the case with Collegiate or high school ministry) may be recovered through an Expense Recovery Bonus with a max recovery of $75/month. |
Due to the different job responsibilities of Reliant employees, the types of supplies used for ministry purposes are vast and varying. It is the field worker's responsibility to use discretion when purchasing supplies to ensure the items are truly reasonable and necessary for ministry expenses.
UI Expand | ||
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| ||
Please limit bulk purchases of supplies to 4 months' worth of inventory to be stored at any given time. |
Gifts
Gifts from field workers are reimbursable, assuming:
UI Expand | ||||||||||||||
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Info |
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Gifts to other Reliant staff (employees or associates) cannot be reimbursed. See details on Gift Cards in the separate expense category below. |
UI Expand | ||
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There is an annual limit of $25 for the amount of a gift given per recipient per calendar year. The cost of the gift is generally considered to be the value of the gift. Incidental costs (not adding substantial value to the gift), such as packaging, mailing, insurance, postage, etc., may be reimbursed above the $25 limit. Reliant workers are responsible for keeping a record of the dollar amount of the gifts given to individuals over the course of the calendar year. Donor Gifts: If both the husband and wife are Reliant field workers consider this $25 per recipient as a limitation for the couple in gift giving to donors Corporate Gifts: Larger gifts may be given to a group of people, such as gifts to organizations, companies, or churches. An example of a corporate gift is a delivered gift basket for the group to share. The limit for corporate gifts is $150. A corporate gift would not be used for donors, ministry partners (those connected to field workers' primary ministry), or family/friends. Event Gifts: Gifts, prizes, or gift bags given to the entire group of people attending an event are considered "token gifts" and do not count against the $25 annual limit for that recipient. Financial Gifts (Donations): Donations, tithes, and other financial gifts are not reimbursable through Reliant. In some cases, field workers may want to speak to their church or ministry about making financial gifts to individuals or other ministries on their behalf. |
UI Expand | ||
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Include in the ministry description the first initial and last name of the gift recipient as well as the relationship of the recipient as part of the ministry role and the specific ministry purpose of the gift. Group items, given to 5 or more people:
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A gift card given by a Reliant employee to donors may be reimbursed with a valid ministry purpose, but annual limits for giving (see "Gifts" above) apply.
As a Standard, Reliant does not allow field staff to give gift cards to other field staff (employee or associate).Reliant recognizes that our ordained/commissioned ministers have complex tax situations. Thus, For US field workers, we allow ordained/commissioned ministers to submit up to $500 for fees related to tax preparation and consultation annually. However, this amount is taxable and can only be recovered through an ERB. Associates are not eligible for tax prep expense recovery. |
Anchor | ||||
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International Worker Expenses
(Relevant Only to International Field Workers) For secure locations, use Secure Lexicon when entering ministry purposes on the expense submission form.
Expense Category | Summary of Allowable Costs | Key Reminders | ||||||||||||||
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Bank Fees | Bank fees such as ATM fees, wire fees, and international transaction (credit card) fees are reimbursable if incurred by International field workers as they travel back to the US or to other countries for ministry purposes. Or if they are incurred in situations where the safety of a Reliant International worker is a concern or in which local banking options are either not allowable or unadvisable (e.g., due to the secure nature of their ministry role.) |
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Counseling | Certain expenses relating to counseling, coaching, and spiritual direction may be eligible for recovery through either a standard reimbursement, or an Expense Recovery Bonus, with tax implications. Please reference this section for specific details. Additionally, there is a counseling allowance available to International workers (See International Counseling Resources) |
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Crisis Preparation | Supply items needed for crisis preparation (items to carry while traveling, go bag, vehicle supply bag, etc.) | |||||||||||||||
Global Communication |
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Note |
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Key Change to the Standard: Reliant will no longer reimburse gift cards given to other Reliant employees or associates. In the past, Reliant would allow the gift card to be reimbursed but would then add it to the other Reliant employee's payroll as taxable income. |
Note |
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For gift cards received by a Reliant employee, see Gift Cards for details. Key Change to Standard: Reliant employees no longer have to turn in gift cards that they receive. |
Moving costs are not submitted through expense submission. (*International workers see International Worker Expenses)
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Immigration Fees | Mandatory fees paid to regulatory agencies and governing bodies.
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U.S.-based employees can request a Moving Allowance using this form.
(For International moving costs see International worker expenses below)
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Immunizations, Vaccinations | To the extent not covered by Reliant health plans, pre-field physicals, vaccinations, and immunizations (including oral vaccinations with a prescription) required for international placement or internship can be recovered through an ERB. |
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Coaching: Reliant field workers often seek outside instruction for ongoing ministry and development in their role. These may be temporary, such as during a sabbatical or role transition, or ongoing and should be discussed with the local church/ministry to confirm the coaching is necessary for maintaining and improving skills needed for the worker's role.
Note |
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Key Change in Standard: Reliant no longer needs the field worker to collect a W-9 from a vendor (for Reliant to send the vendor 1099 for that year) if the vendor is paid by the Reliant field worker (in the form of reimbursement) and not sent payment directly from Reliant. |
Recreation/Activities
| |
International Mileage | Mileage for necessary ministry-related trips in excess of 50 miles each way (less than 50 are included in the support goal bonus) is reimbursable. When the cost of operating a motor vehicle in the international field worker's country of ministry exceeds that of the United States, the International field worker may submit ministry-related mileage at a rate that exceeds the United States IRS’s approved mileage reimbursement rate to be recovered through an ERB. |
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Gym memberships (including campus gyms) are eligible for recovery through ERB with a valid ministry purpose related to the field staff role. (For example: sports ministry). Annual membership preferred to avoid monthly form submission.
UI Expand | ||
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| ||
The purpose of general fellowship does not qualify as a clear ministry purpose, but for example, an activity where the purpose is exclusively the development of a major donor contact (gives $1,000 or more) would qualify. There are a few specific recreation/activity expenses that definitely do NOT qualify to be eligible for expense submission. Reliant reserves the right to determine other non-qualifying expenses. Expenses not eligible include admission to theme parks, fireworks, weapons, high-risk outdoor activities (such as whitewater rafting), luxury cruises, and vacation travel expenses. |
UI Expand | ||
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Due to the pandemic and the increase of social distancing and online social networking, online gaming platforms (only if the primary use of the subscription or purchase is to maintain ongoing personal connections with ministry contacts, such as the case with Collegiate or high school ministry) may be recovered through an Expense Recovery Bonus with a max recovery of $75/month. |
Due to the different job responsibilities of Reliant employees, the types of supplies used for ministry purposes are vast and varying. It is the field worker's responsibility to use discretion when purchasing supplies to ensure the items are truly reasonable and necessary for ministry expenses.
UI Expand | ||
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| ||
Please limit bulk purchases of supplies to 4 months' worth of inventory to be stored at any given time. |
UI Expand | ||
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| ||
Reliant recognizes that our ordained/commissioned ministers have complex tax situations. Thus, For US field workers, we allow ordained/commissioned ministers to submit up to $500 for fees related to tax preparation and consultation annually. However, this amount is taxable and can only be recovered through an ERB. Associates are not eligible for tax prep expense recovery. |
...
|
...
International Worker Expenses
(Relevant Only to International Field Workers) For secure locations, use Secure Lexicon when entering ministry purposes on the expense submission form.
Expense Category | Summary of Allowable Costs | Key Reminders | |||||||||||||||||||||||||||||||||||||||||||||||
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Bank Fees | Bank fees such as ATM fees, wire fees, and international transaction (credit card) fees are reimbursable if incurred by International field workers as they travel back to the US or to other countries for ministry purposes. Or if they are incurred in situations where the safety of a Reliant International worker is a concern or in which local banking options are either not allowable or unadvisable (e.g., due to the secure nature of their ministry role
| Key Details | |||||||||||||||||||||||||||||||||||||||||||||||
International workers are encouraged to utilize debit and credit cards when reasonable. For suggested credit cards with low transaction fees, see International Finance FAQs. |
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International Wardrobe | For International employees moving to a new International location, Reliant allows for a max limit of $500 ERB per employee to cover costs for clothing and apparel needed for a new wardrobe related to the change of culture and/ or climate associated with a new international location. | ||||||||||||||||||||||||||||||||||||||||||||||||
Legal Fees | Counseling | Counseling is not eligible for reimbursement or ERB. However, there is a counseling allowance available to International workers (See International Counseling Resources) In the event of an international crisis, International field workers may qualify to receive crisis counseling for a pre-approved duration paid for by Reliant. |
UI Expand | ||
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| ||
See also: Stewardship of Health and Healthcare Resources Short-term counseling for International workers is available through Reliant's Employee Assistance Program. |
UI Expand | ||
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| ||
This communication device is required as part of the Item Preparation International Risk Levels and will be reimbursable. | ||
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Will Preparation-International field workers are allowed to reimburse fees related to required will preparation up to $1000 per family. This amount is taxable and can only be recovered through an ERB. | ||
UI Expand | ||
| ||
A VPN is highly recommended for international workers to purchase to ensure security for website usage and is reimbursable. |
UI Expand | ||
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| ||
Sat phones are 100% reimbursable as non-taxable due to the necessity of the purchase for the ministry and associated safety concerns related to the ministry location. See Encryption, Privacy, and Online Security for details on VPN |
Immigration Fees
| |
Tax Consulting-Reliant recognizes that some of our field workers have complex tax situations. Thus, we allow International workers to reimburse up to $500 for fees related to tax preparation and consultation annually. However, this amount is taxable and can only be recovered through an ERB. |
UI Expand | ||
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| ||
Notary services are recovered through an ERB. |
Mandatory fees paid to regulatory agencies and governing bodies.
UI Expand | ||
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| ||
When reimbursing immigration fees, please fully explain how they relate to the ministry role: International placement; leading an international mission trip; overseeing international workers; etc. Remember to review non-employed/non-associate spouse and family costs. All immigration fees and related costs (such as travel for visa runs) related to family members are taxable and recovered through an ERB. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form. | ||
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UI Expand | ||
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Personal expenses related to moving, vehicles, etc., can be recovered through the International Expense Allowance. Receipts are not used for requesting the bonus. The bonus can be received before the purchase of the expense. |
Training and Development
Immunizations, Vaccinations
UI Expand | ||
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Please include a clinic or doctor’s receipt showing the immunization type and amount you paid Webinars for global workers, security training, MTI intensives, CIT intensives, Life Impact sessions, etc. Remember to reviewreview non-employed/non-associate spouse and family costs. When submitting an expense for a non-employed/non-associate spouse or child (ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form.(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form. |
UI Expand | |||
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| |||
Reliant field workers often seek outside instruction for ongoing ministry and development in their role. These may be temporary, such as during a sabbatical or role transition, or ongoing and should be discussed with the local church/ministry to confirm the coaching is necessary for maintaining and improving skills needed for the worker's role. Add the name of the person that has been paid for this service and their country of residence to the expense submission form. If in a secure location, please email reimbursements@reliant.org the name and country of residence rather than adding it to the form. Reliant will need to run their name through the database to verify they are not on the terror watchlist Note that the additional amount above the IRS rate will be added as an Expense Recovery Bonus (taxable). The IRS mileage rate for the second half of 2022 (expenses accrued July 1st - December 31st) is $0.625/mile.
. |
UI Expand | |||||||||
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| Needed for Submission |
UI Expand | ||
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| ||
Associates can reimburse any ministry-related mileage and should not subtract the 50 miles since they are not receiving a bonus through support goal submission. Paid employees may not reimburse local mileage in any way other than through a bonus on support goal submission. If an employee opted out of the support goal request, they have forfeited the benefit of receiving reimbursement for local mileage. |
Note |
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Key Change to Standard: In the past, the limit was defined as 100 miles away from home (each way). The standard has changed to 50 miles each way. Also, we are now clarifying that the 50 miles each way should be subtracted from the total mileage submitted. This is not a change, but a clarification. |
UI Expand | ||
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| ||
Will Preparation-International field workers are allowed to reimburse fees related to required will preparation up to $1000 per family. This amount is taxable and can only be recovered through an ERB. |
title | Tax Consulting |
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Language classes are reimbursable. Add the name of the person that has been paid for this service and their country of residence to the expense submission form. If in a secure location, please email reimbursements@reliant.org the name and country of residence rather than adding it to the form. Reliant will need to run their name through the database to verify they are not on the terror watchlist. |
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Oral translator fees are reimbursable. Written translator fees are typically reimbursable, depending on the nature of the materials. Add the name of the person that has been paid for this service and their country of residence to the expense submission form. If in a secure location, please email reimbursements@reliant.org the name and country of residence rather than adding it to the form. Reliant will need to run their name through the database to verify they are not on the terror watchlist. |
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Tutoring fees are reimbursable. Add the name of the person that has been paid for this service and their country of residence to the expense submission form. If in a secure location, please email reimbursements@reliant.org the name and country of residence rather than adding it to the form. Reliant will need to run their name through the database to verify they are not on the terror watchlist. |
UI Expand | ||
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Add the name of the person that has been paid for this service and their country of residence to the expense submission form. If in a secure location, please email reimbursements@reliant.org the name and country of residence rather than adding it to the form. Reliant will need to run their name through the database to verify they are not on the terror watchlist.
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UI Expand | ||
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To be eligible for this reimbursement, the worker must be hired with the intention of being employed at their overseas ministry location for one year or longer. A receipt is required for this reimbursement, regardless of the dollar amount. |
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Licensed Counselor Expenses
(Relevant to those Reliant Field Workers who serve as licensed counselors as part of their Reliant ministry role)
Expense Category | Summary of Allowable Costs | Key Reminders | |||||||
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Counselor Supervision Fees | Available for counselors who require someone to supervise their counseling as part of a mentor/training program. |
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Counselor Dues and Subscriptions | For those counselors who have dues or fees for professional counseling organizations that provide support, resources, and/or training for licensed professional counselors. |
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Counselor Liability Coverage | For those counselors who desire additional liability coverage. |
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Coaching, Counseling, and Spiritual Direction Expenses
(Relevant to all Reliant Field Workers)
Reliant acknowledges the need for field employees to have access to resources that help them thrive in the context of their ministries. Among the variety of resources that are available to employees, we want to highlight the proper paths one should consider when seeking to recover expenses related to coaching, counseling, and spiritual direction.
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For coaching, counseling, and spiritual direction expenses, employees must submit a detailed receipt from the service provider that includes the provider's name, date of service, and the applicable charges. When submitting, a description of how the session's content applies to the worker's job description must be included in the form. |
Expense Category | Summary of Allowable Costs | Key Reminders | ||||||||||||||||||||||||||||||||||||||||||
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Coaching | Reliant field workers often seek outside instruction for ongoing ministry and development in their role. These may be temporary, such as during a sabbatical or role transition, or ongoing and should be discussed with one's local supervisor or program team to confirm the coaching is necessary for maintaining and improving skills needed for the worker's role. Expenses related to coaching, as described above, are considered professional fees and can be recovered non-taxably through the standard reimbursement submission process. |
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Counseling | Personal counseling (counseling concerning issues and needs not related to one's role with Reliant) is not eligible for expense recovery via a reimbursement for ERB. Short-term personal counseling is available through Reliant's Employee Assistance Program. Additionally, employees who are enrolled in Reliant's insurance are welcome to cover counseling expenses through HSA funds. Personal development needs that are related to or impact an employee's role with Reliant, that have been recommended, required, or approved by one's local supervisor or program team are now recoverable through an ERB, with tax implications. These can include expenses related to professional counseling, biblical counseling, spiritual direction, marriage counseling, and family counseling.
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Spiritual Direction | Expenses relating to spiritual direction that relates directly to one's role with Reliant are now also recoverable through an ERB.
| Key Details |
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Key Change in Standard: Reliant no longer needs the field worker to collect a W-9 from a vendor (for Reliant to send the vendor 1099 for that year) if the vendor is paid by the Reliant field worker (in the form of reimbursement) and not sent payment directly from Reliant. |
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Personal expenses related to moving, vehicles, etc., can be recovered through the International Expense Allowance. Receipts are not used for requesting the bonus. The bonus can be received before the purchase of the expense. |
Training and Development
UI Expand | ||
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Webinars for global workers, security training, MTI intensives, CIT intensives, Life Impact sessions, etc. Remember to review non-employed/non-associate spouse and family costs. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form. |
UI Expand | ||
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Reliant field workers often seek outside instruction for ongoing ministry and development in their role. These may be temporary, such as during a sabbatical or role transition, or ongoing and should be discussed with the local church/ministry to confirm the coaching is necessary for maintaining and improving skills needed for the worker's role. Add the name of the person that has been paid for this service and their country of residence to the expense submission form. If in a secure location, please email reimbursements@reliant.org the name and country of residence rather than adding it to the form. Reliant will need to run their name through the database to verify they are not on the terror watchlist. |
UI Expand | ||
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Language classes are reimbursable. Add the name of the person that has been paid for this service and their country of residence to the expense submission form. If in a secure location, please email reimbursements@reliant.org the name and country of residence rather than adding it to the form. Reliant will need to run their name through the database to verify they are not on the terror watchlist. |
UI Expand | ||
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Oral translator fees are reimbursable. Written translator fees are typically reimbursable, depending on the nature of the materials. Add the name of the person that has been paid for this service and their country of residence to the expense submission form. If in a secure location, please email reimbursements@reliant.org the name and country of residence rather than adding it to the form. Reliant will need to run their name through the database to verify they are not on the terror watchlist. |
UI Expand | ||
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Tutoring fees are reimbursable. Add the name of the person that has been paid for this service and their country of residence to the expense submission form. If in a secure location, please email reimbursements@reliant.org the name and country of residence rather than adding it to the form. Reliant will need to run their name through the database to verify they are not on the terror watchlist. |
title | Key Details |
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Add the name of the person that has been paid for this service and their country of residence to the expense submission form. If in a secure location, please email reimbursements@reliant.org the name and country of residence rather than adding it to the form. Reliant will need to run their name through the database to verify they are not on the terror watchlist.
Note |
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Key Change in Standard: Reliant no longer needs the field worker to collect a W-9 from a vendor (for Reliant to send the vendor 1099 for that year) if the vendor is paid by the Reliant field worker (in the form of reimbursement) and not sent payment directly from Reliant. |
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UI Expand | ||
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To be eligible for this reimbursement, the worker must be hired with the intention of being employed at their overseas ministry location for one year or longer. A receipt is required for this reimbursement, regardless of the dollar amount. |
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Licensed Counselor Expenses
(Relevant to those Reliant Field Workers who serve as licensed counselors as part of their Reliant ministry role)
...
Expense Category
...
Summary of Allowable Costs
...
Key Reminders
Counselor Supervision Fees
...
title | Key Details |
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Note |
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Key Change in Standard: Reliant no longer needs the field worker to collect a W-9 from a vendor (for Reliant to send the vendor 1099 for that year) if the vendor is paid by the Reliant field worker (in the form of reimbursement) and not sent payment directly from Reliant. |
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Note | ||
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Personal development refers to activities and efforts that enhance the employee's overall well-being, self-awareness, and personal skills. These can encompass a wide range of activities and may include but is not limited to professional counseling, biblical counseling, spiritual direction, marriage counseling, family counseling, and coaching related to aspects of life outside of the employee's ministry role. As established above, most personal development expenses are not recoverable through a reimbursement or an ERB. Some of these services can be recovered through an ERB with attestation that the service is crucial for the betterment of your professional job description. Professional development focuses on activities and efforts aimed at enhancing the employee's job-related skills, knowledge, and competencies. These are critical for career growth and may include but is not limited to job-related coaching (time/task management, ministry skills, leadership development, transitions, language learning), professional mentorship, debriefs, and pre-launch self-awareness training (International). These coaching expenses can be recovered through a standard non-taxable reimbursement |
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For those counselors who have dues or fees for professional counseling organizations that provide support, resources, and/or training for licensed professional counselors.
UI Expand | ||
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Example: American Association of Christian Counselors (AACC) |
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For those counselors who desire additional liability coverage.
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title | Key Details |
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Additional liability coverage may be submitted taxably through an ERB for the hours that are worked for Reliant (not as a private business or practice).
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title | Important Reminder |
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Reliant's current coverage is $1 million per claim, with a total aggregate annual limit of $3 million.
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