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Many events want to bless their host family, or interpreters, etc. We or host church leader, (for the Collegiate programs you may want to bless a few key leaders at the YMCA, etc.) You can take them out for a meal, create a gift basket or for international trips we suggest bringing a few token gifts from gifts from the U.S. (for example something from your home state) to hand out as thank you’s. Or, you can take them out for a meal, create a gift basket, etc. Unfortunately you can not give straight cash or gift cards using event advance funds directly to a foreign an individual. See Leftover Funds for ways to give to the a specific ministry. Here are a few suggestions to help define what we think to be a reasonable amount to spend on thank you's, but again with all event purchases think about the purpose of the funds being spent, what is budgeted, etc. when deciding on appropriate amounts.
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If a larger purchase has to unexpectedly be made with expense advance funds while overseas (for example something breaks like a camera that is needed for the purpose of the trip) then, Reliant would need to make sure that whatever is bought becomes local church property after the trip is over and not an individual property since we cannot use event funds for personal expenses. Before you were to buy for example a brand new camera overseas because a lens broke, we would want to see if you could first try to get it repaired or just purchase that part for the camera before resorting straight to buying a brand new one if possible. Please contact Reliant before purchasing something expensive with expense advance funds so that we can help you figure the best course of action. In all cases, something big like that would need to be the church property after the event is over and not personal property and an email would need to be sent to Reliant from the church leader explaining/affirming that the church will be using it or storing it there for use on the next trip. |
What is Not Allowed
Expenses not related to the direct purpose of the event are not allowed. This would include items meant to bless a local church in the middle of a trip just because it feels right or the church asks, but it was not part of the original objective of the event.
- Note that once all expenses related to the event have been paid for, that it may then be possible to bless the church with anything truly leftover. See Leftover Funds for for more information.
Alcohol cannot be purchased using Reliant funds.
Passports and immunizations are not allowed as those are personal expenses for the individual.
No straight cash or gift cards can be given directly to a foreign individual.
Examples of What is Not Allowed
A team is going overseas specifically to do evangelism with a local church, and while there the local church asks the team for money for new windows. New windows are not tied to the original purpose of the event so the expense would not be allowed as a reported expense.
A team is going to help a church build relationships in a surrounding community through evangelism and service. The team is asked by families in the neighborhood for money to buy groceries. The team is not allowed to give cash to them out of the Event Advance.
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Collegiate events are subject to additional guidelines as determined by the Collegiate Church Network. See solomon for further information. |
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