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For a full overview of Reliant's Reimbursement Policy and Standards, please refer to Reimbursements and Expense Recovery Home.
Within the Solomon section, there are some key places to look for International-Specific information.
- International Expense Submission form - Anyone on the International Program Team should use this form to submit reimbursements, even if you are residing in the United States.
- International Per Diem form - Use this form when traveling anywhere outside the United States.
- US Per Diem form - Use this form when you are traveling within the United States on a home assignment, or if you are a stateside employee traveling for ministry for 3+ days.
- International Allowance Form - For lump sum amounts that are not recoverable on the Expense submission form.
- International Worker Expenses - All sections of the Expense Recovery Standard apply to International Workers, but this section in particular covers expenses only eligible for reimbursement for International workers.
Below is a guide to help you understand how to recover expenses common to an employee living overseas for international work. Click on the links to review any specific guidelines or information needed when reimbursing that type of expense. To further understand the differences between Reimbursements, ERBs and Allowances, we have a helpful guide here - Understanding Reimbursements vs. International Allowances
| Expense | Reimbursement (non-taxable) | ERB (taxable) | International Allowance (taxable) |
|---|---|---|---|
| Visa expenses paid to a gov't or agency | Intl Worker Expenses - Immigration Fees | for dependents | |
| Large sum needed to sit in bank for visa | Hardship Allowance | ||
| Airfare to field | Travel & Events | ||
| Hotel Expenses while looking for a place to live | |||
| Furniture & Appliances for new house | Settling-in Allowance | ||
| Language School Tuition | Intl Worker Expenses (Prof fees) | for dependents | |
| Children's School Tuition | Hardship Allowance (if not built into salary) | ||
Coaching/Counseling/Spiritual Direction Also see International Counseling Resources | Job-related coaching can be reimbursed. | Counseling and spiritual direction can be an ERB. See Standard | |
| Visa Run | for dependents | ||
| Travel Costs for a Conference/Retreat/Debrief | for dependents | ||
| Fees for a Conference/Retreat/Debrief | Travel & Events - Event/Conference/Training fees | for dependents | |
| Special trip to the US for a personal event (wedding, funeral) outside of normal home assignment | Hardship Allowance | ||
| Medically necessary trip without any ministry-component | You can reimburse travel expenses as ERB. | ||
| Home Assignment | for dependents | ||
| Home Assignment - Vehicle Expenses | Travel & Events - You can reimburse the cost of renting a car, as well as gas for a rented or borrowed car. Use mileage calculations only if you own the vehicle. | ||
| Moving to a New Ministry Location | Travel & Events - Airfare, Visa | Moving Allowance - Shipping Costs, new furniture, etc. | |
| Meals - During Travel | Meals may also be reimbursed individually if you do not use per diem. | ||
Meals/Groceries - For a small group or ministry setting | Other Expenses - Meals and Groceries Please Include
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Deadlines
The following deadlines exist for Reliant receiving expense reimbursement forms from international employees:
- Two (2) months to be reimbursed as non-taxable. Ministry expenses received by Reliant within two (2) calendar months from the last day of the month in which the expense was incurred or paid (60 to 90 days, depending on when in the month the expense occurred) will be considered for non-taxable reimbursement, unless, of course, the expense is in the taxable category to begin with. For example, a ministry expense on June 21 must be received by Reliant by August 31 to be considered for non-taxable reimbursement.
- Between two (2) and four (4) months to be reimbursed as taxable. Ministry expenses received by Reliant after two (2) but before four (4) calendar months from the last day of the month in which the expense was incurred or paid (120 to 150 days, depending on when in the month the expense occurred) will be considered for taxable reimbursement. For example, a ministry expense on June 21 must be received by Reliant by October 31 to be considered for taxable reimbursement.
- No reimbursement after four (4) months. Ministry expenses received by Reliant after four (4) calendar months from the last day of the month in which the expense was incurred or paid (120 to 150 days, depending on when in the month the expense occurred) will not be eligible for reimbursement. For example, a ministry expense on June 21 and received by Reliant after November 1 will not be eligible for reimbursement.
Expense Receipts
International employees must make every reasonable effort to obtain a receipt for each ministry expense they submit to Reliant. In cases where it's not possible to obtain a receipt, the missionary may hand write a "receipt" and have the vendor or their supervisor sign and date it, thereby vouching for the expense. If the information on the receipt is not in English, the information must be translated into English. Currency amounts must also be converted to US dollars on all receipts, clearly showing the conversion rate used.
Missionary Representatives in the United States
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