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If you have received an event advance, you will be asked to keep a cash journal and include account codes. Here are some frequently used expense account codes.
5200 | Travel | Airline tickets, train or other public transportation expenses, rental vehicles, mileage, parking and tolls (event participants driving to specific outreach/excursion - reimbursing drivers) |
5205 | Meals and Hospitality | All speaker meals (no alcohol) including travel meals Hospitality includes gifts (NO GIFT CARDS!) please read the reimbursement policies on gifts and corporate gifts hospitality expenses, recreation expenses under $20 (mini-golf, bowling, national park entrance fees etc.) staff meals (opening and closing ceremonies for summer programs) - does not include any meals where students were involved. Meals with students please use acct 5650 below., participant meals bought with event advances (not event participant allowance) |
5260 | Dues & Subscriptions | Dues for professional organizations, subscriptions to publications or on-line services, software licenses renewals |
5265 | Taxes, Licenses and Fees | Mandatory fees paid to regulatory agencies and governing bodies example visas |
5270 | Training Materials | Conference or training fees; books, videos used a resources for event participants and staff |
5272 | Media (Books, CDs, DVD's) | Other Media not related to the actual training portion of the event (ex. DVD rental for outreach event, bibles purchased to distribute on outreach day) |
5350 | Repairs & Maintenance | costs associated with the maintenance, general upkeep and repair of rented facilities (ex. doorknobs, lightbulbs, copies of keys, etc.) |
5400 | Professional and Consulting Fees | Fees paid to a non-Reliant employee such as a local interpreter. In most cases you would not use event advance funds for this as this typically will be paid straight from Reliant. But, minimal (under $25) fees paid to outside professionals in exchange for their services (ex. paid $20 to (name/not a Reliant employee) for leading low ropes course for event participants could be paid with event advances). In most cases, paying a U.S. citizen who is not a Reliant employee requires a W9 and should be paid directly by Reliant, not with event advance funds. Please consult with the Events dept before paying these fees directly. |
5500 | Equipment Rental | Rental of equipment and the costs associated with rental items (ex. sound equipment, lighting) |
5520 | Phone & Internet | Local and long distance phone expense, internet fees, prepaid phone charges for International events |
5530 | Postage, Fax & Shipping | Fees incurred in mailing, fax and shipping |
5550 | Supplies | Consumable supplies - this includes decorations for special ceremonies, supplies for outreach events, printer cartridges, etc. |
5555 | Equipment, Furniture & Software | Furniture and equipment - lamps, tables, desk, grill, etc. please consult with the Events dept before using this acct code, may be taxable if items will be kept by a Reliant employee after the event |
5580 | Printing & Publishing | Fees paid for off-site copies or printing jobs one by a professional printer - ex. custom brochure or banner |
5590 | Copies | Fees for use of office copiers and printers at a copy store like FedEx - ex. general copies of handouts |
5600 | Cost of Sales | Cost of the purchase of materials and items for sale (t-shirts, CDs, books, bottles) |
5650 | Event FoodThis | should be used for purchase of food or meals for group and participants meals (not to be confused with speaker & staff meals above)Participant Allowance (per diem) funds used by the event |
5660 | Event Facility Rental/Lodging | Rental fees for facilities used for group lodging or ministry events (ex- renting a room for an event, park shelter for a picnic, lodging costs for staff) |
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