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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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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.
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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 StaffNetor the 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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Expense Category | Summary of Allowable Costs | Key Details | ||||||||||||||||||||||
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Hotel/Lodging | Up to $250/night for ministry trips |
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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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Rental Car/Borrowed Car |
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Mileage/Carpooling | 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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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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Other Transportation | Taxi, bus, rideshare, train, water transportation, etc., when traveling on a ministry trip |
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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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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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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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Internet Access During Travel | Charges for internet and email fees while traveling for ministry purposes. (*International workers see International Worker Expenses) |
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Travel Insurance |
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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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Event/Conferences/Training Fees | As a general rule, most events, conferences, and training fees are reimbursable as long as the field workers substantiate why attendance was necessary for their current ministry job responsibilities. |
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Mission and Outreach Trips | The fee(s) for the Mission and Outreach Trip are reimbursable. |
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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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Event Facility Rental | For rental facilities related to events: Room rental for an event, park shelter rental, etc. (Typically reimbursed through a project fund.) |
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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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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
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Books | Books that are ministry-related (they do not need to be religious in nature). |
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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. |
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Counseling | Counseling is not eligible for reimbursement or ERB. 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). |
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Moving Costs | 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. |
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Professional Fees | 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) |
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Phone Calling Card/Prepaid Phone | Phone expenses (unrelated to cell phones or landline costs) used for rare situations that require a prepayment or phone card to perform ministry duties. | |||||||||||||||||||||||||||||||||
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.
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Subscriptions and Dues |
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Supplies | 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. |
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Tax Consulting | Only those U.S. Reliant employees who are ordained/commissioned ministers are eligible and can only be recovered through an ERB. (*International workers see International Worker Expenses) |
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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. AdditionallyCounseling 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. |
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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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Immigration Fees | Mandatory fees paid to regulatory agencies and governing bodies.
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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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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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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 |
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Moving, Vehicle, Hardship, etc. | There is a specific International Expense Allowance designed to recover personal expenses for International workers that are not eligible for submission on the International Expense Submission Form such as moving, vehicle, and expenses related to hardship. |
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Training and Development | For International workers pre-field readiness and training, debriefing, security training, webinars, etc. |
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Professional Fees |
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Storage Fees | Reimbursement may be requested for storage costs for personal items stored in the U.S. while the worker serves at an international assignment when connected to an international move. |
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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.
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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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