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As the Leadership Training Finance Administrator, you will be entrusted your role is to oversee how finances are spent and to make sure all Reliant policies are followed. As such, you will need to decide if your Program is going to use BILL Spend & Expense (credit card purchases) or event fund reimbursements (where each field staff worker fills out reimbursement forms and turns them in to Reliant directly and then waits for it to be deposited into their account at the standard reimbursement deposit time). We highly suggest BILL as there are many limitations to event fund reimbursements such as interns can not use the reimbursements, and you have to wait for many weeks to receive the reimbursement back. 

As you prepare for this role, please read (and share) the following linked pages below:

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• We ask that the finance administrator make sure ensure that all field staff and interns attending their event have been sent and read the pages below before making a purchase purchasing something that they desire to be reimbursed by the event fund. 
  • Event Advance Purchases by Field Staff Staff Reimbursements During An Event
  • Per Diem During Events 
• If you are having your Reliant Field Staff or Reliant interns pay an LT fee, please also send the following links: 
  
  • Event Fee Payments Made by Reliant Employee
   and 
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  • Event Fee Payments Made By Church
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• Please ensure you added add a list of all Field Staff attending Staff attending LT and their role during LT to the event setup form.

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• Allowed Event Expenses
• Frequently Used Expense Accounts for Events
• BILL for Spenders
  • You will want to send this page to those any field staff who will be making make purchases with a BILL credit card.
• BILL Spend Policy
• BILL for LT Finance Admin

Links to read through as the LT Registration Coordinator

• To view outstanding LT If you will be overseeing outstanding balances for attendees and for follow-up, you will need to read read Brushfire: Event Registration Site Instructions. 

Approvals for forms (account payable requests, invoices, contracts, field staff reimbursements through the event fund, etc.)

• As the finance administrator for LT, you are given permission to be an approver for the event fund (see Supervisor Approval for Google Forms). You are not the supervisor, but you are the signer for the fund, so you would follow the same instructions for approving forms.
• Reliant needs to view and co-sign all contracts, such as housing contracts (if they are outside of the YMCA contract), closing ceremony restaurant contracts, etc. (see Event Contracts).
• Reliant will pay directly for invoices to vendors (ex. rental of sound equipment, payment to sound engineers, band for closing ceremonies, etc.). See See Event Accounts Payable Requests and Event Invoices and Payments Requests.
• For large purchases (e.g. : online ordering of books or t-shirts, deposits for restaurants, etc.), especially purchases made prior to receiving your BILL access, please get in touch with Reliant as it could be paid for with a Reliant credit card rather than event fund reimbursements.
• Reliant needs a list of all speakers (please add to the Event Speaker Payment Request Form - linked on the LT Event Setup Form) and their desired honorarium amounts. We need monthly lists of speakers as we make transfers at the end of each month for stipends (see Event Honorariums for Churches and Speakers).
  
  • If your speaker needs help paying for flights, please get in touch with usthe Reliant LT Admin (LT@reliant.org). We will pay for can purchase their flight from the LT fund. You may not reimburse this yourself.
  • If they are a Reliant employee, they may do a travel a travel advance (see Payroll Advances).
• If you choose to reimburse speaker gifts or other gifts through the event fund, please read read Events Gifts Policy before making any purchases for the event.
• If you will have onsite collections (payment for closing ceremonies, shirts, etc. - not LT fees) during your program, please read Event Fee Payments Made By Participant. 
• Please read Additional Payments Collected By LT From Both LT Participants And LT Guests.
• Please ignore any old instructions that previous LT event finance administrators may have created, as we change processes often. Please read Solomon instead. 
• Send emails and any questions to LT@reliant.org.

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