Page History
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If expenses are removed from or denied on a reimbursement request (see Denied Expenses & Re-submission for more details), they may be resubmitted if the reason was for improper documentation or a formal exception request may be made based on the nature of the item if the item was denied. If the item is removed for improper documentation or a similar situation, it may be resubmitted under the guidelines provided for proper documentation in the Reimbursement Standards. If the item is related to a policy issue, a formal exception request must be submitted.
How to use this guide
The Summary Guidance for Reimbursement Standards, is intended as both a table of contents and a quick reference guide. You can click on any Expense Category to see detailed guidance, where applicable. Any items not addressed in this guide require approval from the supervisor and Reliant reimbursement team.
Summary Guidance for Reimbursement Standards
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Expense Category
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Allowable Costs
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Receipt Requirements
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Type
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Apps for Smartphone or Tablet
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Ministry-related, including bible apps
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1- Transaction Receipt 2- Screenshot of description from App Store
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Reimbursement
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Mileage
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Necessary ministry-related trips in excess of commute to normal place of work, net of any money received from carpoolers
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Mileage log- Date, Reason, and Start and End trip addresses- Carpool names if applicable
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Reimbursement up to IRS rate, Ministry Bonus in excess of IRS rate
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Rental Car
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Rental Car fee, insurance, and fuel
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Rental car company and fuel receipts
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Reimbursement
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Borrowed Car
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Reasonable fuel cost for mileage travelled
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Fuel Receipt, trip start/end location, and purpose
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Reimbursement
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Bank Fees
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See detailed guidance
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See detailed guidance
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Bonus (International only)
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Books, CDs, DVDs and Downloadable Content
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Ministry-related, no gift cards
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Receipt and documented purpose/use
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Reimbursement
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Software (including Logos and MS365)
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Monthly subscription costs- ministry related
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Receipt and documented purpose/use
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Reimbursement
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Computers and tablets
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X%, up to $XXXX per person, every 3 years, full-time only
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Receipt and documented purpose/use
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Reimbursement (Bonus may be available for remaining cost)
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Office Equipment
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Up to $X/person to set up an office space, full time only
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receipt and documented purpose/use
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Reimbursement (Bonus may be available for additional cost)
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Sound Equipment
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Up to $X per person, full time only
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Receipt and documented purpose/use
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Reimbursement (Bonus may be available for additional cost)
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Conference, Retreat and Event Fees (full-time employees)
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Directly related to job description
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Name of event, Cost, Contact info for organization collecting fees
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Reimbursement
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Conference, Retreat and Event Fees (associates and families)
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See detailed guidance
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See detailed guidance
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See detailed guidance
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Mission and Outreach Trips as Leader
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Fee paid to organization
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Supervisor approval, reciept from host organization
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Reimbursement
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Mission and Outreach Trips as Participant
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Fee paid to organization
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Supervisor approval, reciept from host organization
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Reimbursement (Associates)/Bonus may be available for other costs
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Spiritual & Ministry Planning retreats
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Max of 5 days and $1,000 per year, mileage, lodging, meals, and a recreation activity. (full time only)
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Approval from local church/ministry and Reliant supervisor, applicable receipts for type of expense being requested
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Reimbursement
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Continuing Education (full-time only)
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Tuition and required fees, books and materials
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Approval from program director, receipts
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Reimbursement
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International Travel Documents (International)
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Passport Fees, required photos, Visa Fees, Travel expenses for necessary visa runs
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Receipts and ministry purpose
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Reimbursement
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International Travel Documents (International Spouse and Children)
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Passport Fees, required photos, Visa Fees, Travel expenses for necessary visa runs
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Receipts and ministry purpose
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Ministry Bonus
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International Travel Documents (Domestic Missionaries)
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Passport and Visa Fees when required for ministry related travel
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Receipts and ministry purpose
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Reimbursement
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International Drivers Licenses
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License Fees for full-time only
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Receipts and ministry purpose
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Ministry Bonus
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Tax Preparation and Estate Planning
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Fees for tax preparation up to $350 and creation of a will for international missionaries up to $1,000
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Receipts and ministry purpose
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Ministry Bonus
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Required Physicals and Vaccinations and Medications
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Physicals and Vaccinations not covered by medical insurance, required for visas, Full time only
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Receipts and proof of requirement
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Ministry Bonus
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Over the Counter Medications (International Missionaries)
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Necessary OTC medications not available in destination country
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Receipts
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Ministry Bonus
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Counseling Supervision Fees
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Fees for supervision if serving as a licensed counselor as part of ministry role
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Receipt
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Reimbursement
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Professional Membership Dues
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Fees for professional associations or accrediting agencies, related to ministry role
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Receipt and ministry purpose
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Reimbursement
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Office Rent
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Rental fees for space used exclusively for ministry
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Receipt and ministry purpose
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Reimbursement
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Professional Liability Coverage
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Additional insurance for licensed counselors
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Receipt
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Ministry Bonus
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Meals and Hospitality
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Meals conducted for ministry purpose- see detailed guidance
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Detailed Receipt, list of diners, ministry purpose
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Reimbursement (Bonus may be available for additional cost)
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Ministry Gifts
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Limit of $25/person/year, not including Bibles. See detailed guidance
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Detailed Receipt, name of recipient, and ministry purpose
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Reimbursement
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Bibles
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Bibles necessary for ministry
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Detailed receipt and ministry purpose, name of recipient if given as a gift
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Reimbursement
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Corporate/Event Gifts
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See detailed guidance
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See detailed guidance
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See detailed guidance
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Parking Costs
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Incidental parking costs related to ministry travel over $10 per day
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Detailed Receipt, ministry purpose of trip
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Reimbursement
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Long Term Parking Permits
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Parking permits for regular place of work or local to your residence
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Detailed Receipt
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Ministry Bonus
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Telephone Expenses
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Up to $50/month (domestic) and $100/month (international)
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Detailed receipt
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Reimbursement (Bonus may be available for additional cost)
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Internet Access
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Up to $25/month domestic and $50/month international
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Detailed Receipt
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Reimbursement (Bonus may be available for additional cost)
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Postage/Shipping/Fax
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Postage, shipping and fax services for ministry related activities
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Detailed Receipt and ministry purpose
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Reimbursement
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Printing
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Ministry-related printing, donor letter, photocopying, and photo developing and printing
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Detailed Receipt and ministry purpose
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Reimbursement
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Ministry Coaching Fees
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Fees for professional coaching, as approved by a supervisor
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Detailed receipt and evidence of approval
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Reimbursement
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Local Legal Fees
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Fees for establishing residency or other local legal permit fees necessary to conduct ministry
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Detailed receipt and ministry purpose
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Reimbursement
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Translator Fees
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Fees for necessary local translators
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Detailed receipt, approval by supervisor, ministry purpose
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Reimbursement
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Recreation Expenses
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Ministry related recreation activities up to $30/person EXCEPT Admission to theme parks and gyms
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Detailed receipt, ministry purpose, and list of participants
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Reimbursement
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Storage Fees
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Storage Fees for personal items for international missionaries with terms of 1 year or longer
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Detailed receipt and approval of supervisor
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Ministry Bonus
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Office Supplies
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Normal office stationary, small equipment (under $50)
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Detailed receipt and ministry purpose
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Reimbursement
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Event Supplies
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See detailed guidance
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See detailed guidance
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See detailed guidance
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Travel
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Travel expenses up to maximum allowable amounts. See detailed guidance.
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Detailed Receipt and ministry purpose
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See detailed guidance
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Weddings and Funerals
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Travel Costs for weddings and funerals where the missionary is an officiant or in another ministry role
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Detailed receipt and ministry purpose
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Reimbursement
