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Collections Procedures
Program Directors will decide how many payments, how much will be due, and when to schedule payments before the program begins on the Event Set Up form. These dates and payment fees will then determine the balances due on events.reliant.org under each participant. The event finance administrator will be able to export data from events.reliant.org to know what participant has made payment and who still owes their event fees. (See Event Registration Site Instructions) Only authorized missionaries, that are familiar with the Collections Policies and Procedures should handle the collection of any monies. The Program Director and the person delegated responsibility as Event Finance Administrator (in the Event Set Up document) are ultimately responsible for ensuring these policies and procedures are followed.
Payments by the Participants
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See also Event Fee Payments Made by Reliant Employee for events (Please have all missionaries/interns attending your event read how to pay for the event.) The event director will need to tell Reliant the fees for each missionary/intern to be added to the event (or have the participant begin the event registration and save before paying) before the missionary/intern can make a payment. |
These instructions are given to the participant in their acceptance email:
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To make your program deposit and remaining fee payments please follow these steps below: Please use this direct link to make your event payments. It will ask you to create a user name and password before you can begin making the payments. If you have any issues with that direct link, you can go to events.reliant.org and at the bottom of the HOME tab, you will see a dropdown for EVENTS. Your specific event will be listed there.
Option 1: Paper Check
Reliant: Event Payment 11002 Lake Hart Dr. Ste 100 Orlando, Fl 32832 Option 2: Bill Pay
Payee: Reliant - Events Example: "Event Fund 1763 Joe Staffer"
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- Event fees are paid on the online payment site and calculated on the date they are paid (not the date they being filling out their application). Fees that change amounts on specific dates will change to the next fee amount at midnight eastern standard time on the day written on the event set up form.
- Participants can not make payments for their fees until they have been accepted into the program. In order for your participant to be accepted and able to make a payment or to participate in any event activities your participant will need to have already completed the medical and liability forms.
- Any changes to specific participant fees (ex. refunds, adding late fees, etc.) can only be approved by the director or finance administrator.
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Onsite collections for summer program fees.
Personal check guidelines for participant payments being collected onsite:
Option 1: Paper Check
Reliant: Event Payment 11002 Lake Hart Dr. Ste 100 Orlando, Fl 32832 Option 2: Bill Pay
Payee: Reliant - Events Example: "Event Fund 1763 Joe Staffer" |
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See also Event Fund Transfer Requests for churches within Reliant that have a Reliant department fund that want to make a payment for a participant's event fee. |
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All money collected onsite should be documented on the Ledger Sheet. If you have access on events.reliant.org (review Event Registration Site Instructions) to export the data for each student into an excel file to see the balances due for each collection date. It also may be helpful to keep a file on your own to keep track of collection payments given by students. But, you will still need to access events.reliant.org to view participant payments made by by credit card and e-check.
Personal check guidelines
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Cash Payments
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Handling Cash payments from students.
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Over payments/ Unpaid fees
It is the responsibility of the program’s leadership to work with the students who have not paid their program fees.
One student’s already made overpayments to the program will not be switched to another student’s underpaid registration. Students who have over paid can either have the over payments refunded by calling GCM directly or they can donate that over payment to the summer program’s general fund with the approval of that student. Students that wish to donate their overpayments to the programs general fund need to let the Summer Programs Coordinator know so that this can be adjusted in the system. If the payment is left as a credit to the student, GCM may refund the student at their request.
- The only exceptions is if a church sends in payments to help the students in their church, payment amounts may be switched from an overpaid student to an underpaid one. The church needs to provide written confirmation that this is acceptable to them.
If a student wants to contribute to another students fees they will need to write a check to the other student directly and that student will need to write a new check from their own account. Or they can anonymously donate cash to the underpaid student who will then have to go get a money order with the cash or deposit it and write a check from their own account. We cannot accept any form of payment from anyone other than the participant with the outstanding fee or their parent with the same name or their church.
Donations/Tithing
Donating towards payments for other students program fees.
If a participant wants to contribute to another students fees they will either need to…
- write a check to the other student directly and that other student will need to write a new check from their own account to GCM.
- Or they can anonymously donate cash to the underpaid student who will then have to go get a money order with the cash or deposit it and write a check from their own account to GCM.
- Or they can anonymously get a money order written to GCM on behalf of that student.
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We cannot accept any form of payment from anyone other than the participant with the outstanding fee or their parent with the same name or from the participant’s church.
In the past, the summer program finance administrator in charge of collections has been allowed to write a check on behalf of students to GCM to help make payments when others who gave to help their payments have wanted to remain anonymous. This is no longer allowed. The summer program finance administrator could however, go get a money order and send that money order to GCM on behalf of another student. If the summer program administrator has collected multiple donated payments for multiple participants they will need to send a list with the money order listing which participants the payments should go towards and how much.
Donating towards your summer program.
If your summer program participants wish to donate or tithe to your specific summer program they should write a separate check or money order that is clearly labeled with the purpose of donation/tithe from that participant to avoid possibleconfusion as a summer program payment. Also, any checks/money orders that are donations or tithes need to be listed on a separate ledger sheet than the one that includes summer program payments. These donations to the summer program itself will be considered charitable tax-deductible gifts.
If you are the administrator for collections, and participants are writing checks made payable to you personally or handing you cash to donate towards the summer program, you will need to go get a money order for the total amount you have collected to be given to GCM (you cannot write a personal check from yourself to GCM for donation money that you have collected from summer program participants).
Also, attach to the separate ledger sheet created for donations (separate from program payments), the list of summer participants that gave donations on this money order and how much each of them gave. Their donations to the summer program will be considered charitable tax-deductible gifts.
Collections Procedures
Only authorized staff, that are familiar with the Collections Policies and Procedures should handle the collection of any monies. The Program Director and the person delegated responsibility as Collections Administrator (in the Event Set Up document) are ultimately responsible for ensuring these policies and procedures are followed.
All money collected onsite from participants should be documented on the Ledger Sheet.
- When sending in a group of checks after a collection, the checks must be accompanied by the ledger sheet. The total on the ledger MUST equal the total amount of checks/money orders sent in and must be filled out completely. If this is not the case it will be sent back to the summer program.
- Any special instructions for a check or money order need to be attached to that check or money order. For example, if a church sends a check for multiple participants be sure that attached to the check is a list of the participants and the amount to credit each participant.
- Please send another separate ledger sheet for any checks and income earned for something other than the payments towards each participant fees. (ex. Donations to the summer program that are not payments for participant’s fees (ex. Kroger), income from renting out program housing, etc.)
- All checks received onsite should be mailed to the GCM office promptly, within 3 business days of receiving them. This will help to avoid problems of checks being returned to GCM marked non sufficient funds.
- Receipts will be automatically sent out from the GCM office to the participant once payment has been put in to the system. However, you may want to provide an immediate receipt at the time you receive a check from a participant. The receipt should include:
- Participant’s Name
- Issuing Church/Organization/Ministry (IE. New Life Church or GCMC)
- Issuing Church/Organization Contact Information
- Event Name and/or Description
- Payment Amount and Method of Payment
- Check # or Money Order #
- Date payment is received
- Printed Name of Collections Person
- Signature of Collections Person
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See also: Overpayments/Unpaid Fees for Events with Fees