Page History
...
UI Expand | |||||||||
---|---|---|---|---|---|---|---|---|---|
| |||||||||
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:
|
...
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.
...
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 |
---|---|---|---|---|---|
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 |
|
|
|
|
|
Please review the table below for more details on the timing of receiving Reimbursement/bonus funds based on the submission date.
...
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.
...
Expense Category | Summary of Allowable Costs | Key Details | ||||||||||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Hotel/Lodging | Up to $250/night for ministry trips |
| ||||||||||||||||||||||
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. |
| ||||||||||||||||||||||
Rental Car/Borrowed Car |
|
| ||||||||||||||||||||||
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) |
| ||||||||||||||||||||||
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.
|
| ||||||||||||||||||||||
Other Transportation | Taxi, bus, rideshare, train, water transportation, etc., when traveling on a ministry trip |
| ||||||||||||||||||||||
Covid Testing | Mandated testing for COVID in order to travel |
| ||||||||||||||||||||||
Visa and Passport | Mandatory fees paid to regulatory agencies and governing bodies (*International workers see International Worker Expenses)
|
| ||||||||||||||||||||||
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 |
| ||||||||||||||||||||||
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. |
| ||||||||||||||||||||||
Internet Access During Travel | Charges for internet and email fees while traveling for ministry purposes. (*International workers see International Worker Expenses) |
| ||||||||||||||||||||||
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. |
| ||||||||||||||||||||||
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. |
| ||||||||||||||||||||||
Mission and Outreach Trips | The fee(s) for the Mission and Outreach Trip are reimbursable. |
| ||||||||||||||||||||||
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. |
| ||||||||||||||||||||||
Event Facility Rental | For rental facilities related to events: Room rental for an event, park shelter rental, etc. (Typically reimbursed through a project fund.) |
...