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*Please refer to all Reimbursement Standards, which detail receipt information and other specific criteria.

Submission Timeframe

For all Reimbursement and Expense Recovery Bonus requests must be received within 60 days after the end of the month in which the expense occurs, in incurred, or is paid by the employee. However, flights/rental cars/hotels for travel expenses that were paid for prior to the month of travel can either be reimbursed when purchased or in the month that the travel actually occurs as both the payment date and travel date will be listed on the receipt for documentation. 

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Please view Payment Dates & Deadlines for more details on the timing of receiving a reimbursement based on the submission date. 

Receipt Guidelines

Reliant requires that itemized receipts for expenses greater than $75 must be submitted along with the reimbursement form. (The only exception to the $75 limit is that a receipt is always needed for all hotel/lodging receipts regardless of the amount requested for reimbursement.)

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If a Reliant missionary pays an individual for a portion of an expense that requires a receipt, that receipt must come from the individual who collected the money and paid for the full expense. Make sure to include all details required for a receipt detailed above. For this type of situation, using the handwritten receipt guidelines or the app receipt guidelines above could be helpful. Remember, if it is for a hotel purchase, an itemized receipt is always required no matter the amount being reimbursed.

Sufficient Funds

Sufficient Funds Required

If the MTD account a missionary is responsible for with Reliant does not contain sufficient funds to provide full reimbursement for the amount requested by the employee on a reimbursement request form, the Finance Department will hold the form and delay reimbursement until sufficient funds are available in the staff MTD account, in accordance with Reliant's approved order of pay.

General Policy on taxable expenses: Although Reliant may normally pay certain expense reimbursements in such a way that they are not included in the employee's federal taxable income, the employee bears ultimate responsibility for the proper tax treatment of all payments received from Reliant, and should consult with his or her tax adviser to determine the appropriate reporting and treatment of such payments.

Reimbursements Without Sufficient funds

If reimbursement submissions do not have sufficient funds to fully cover the total amount for the reimbursement, then they will be stored as "back reimbursements". They will be paid out in the order from which the reimbursements were received once funds become available for the whole amount of each individual reimbursement. If funds are not available to immediately pay the Expense Recovery Bonuses (ERB) (previously known as taxable reimbursements) then Reliant will short-check those bonuses and include them with backpay.

Requesting a Reimbursement be Partially Paid Out (forfeiting any un-reimbursed expenses)

If a missionary would like to request a reimbursement be partially paid out using the available funds, they must agree to forfeit any un-reimbursed amount from that reimbursement.  For example, if there is a $1,000 reimbursement that's next in line for the order of reimbursement payout and only $650 is available to pay out.  The missionary may elect to send an email to reimbursements@reliant.org asking the reimbursement team to pay the $1,000 reimbursement using the available funds, and acknowledging that they forfeit any un-reimbursed portion of that reimbursement. Note: this action is completely voluntary and at the discretion of the missionary.  

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"I would like to request that my April (Year-20xx) reimbursement totaling $X be paid out on X date using the available funds in the MTD account for which I am responsible.  I acknowledge that any un-reimbursed funds from this reimbursement will be forfeited and unable to be reimbursed at a future date. "

Exiting Employment with Unpaid Reimbursements

If a missionary is exiting employment and has reached their final month of payroll without receiving enough funds to fully cover the total amount of a submitted reimbursement, Reliant will automatically reimburse a portion (based on available funds) of the submitted reimbursement without the missionary needing to submit a request for partial payment of the reimbursement.

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Resolution of Removed or Denied Reimbursement Requests

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.

Reimbursement Standards Guide

Please see Reimbursement Standards Guide for details on specific types of expenses. 

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