Page History
...
- Expenses that qualify under IRS guidance for non-taxable reimbursed business expenses are referred to as a “Reimbursement”. Reimbursements can be paid out of the MTD account for which you are responsible or from project funds. Reimbursements will be paid in the order in which they are received. 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. (See more details on Taxable Expenses.)
- Requests for recovery of expenses that do not qualify for non-taxable reimbursement under the IRS guidance are referred to as “Expense Recovery Bonus” or ERB. These expenses will be recuperated through a bonus which will be considered additional taxable wages (compensation) for the field staff.
- "Expense advances"- fill in details
...
- Current approved Reliant reimbursement request forms are required for expense submission.
- U.S. Expense Submission Form
- International Expense Submission Form
- Continuing Education Form
- Expense advances, primarily relating to large, expected travel expenditures, may be available. Please refer to the Expense Advances for details. If advance payments to cover anticipated expenses are made by Reliant, field staff must return all unused portions within 90 days.
- Exception requests are available for submission in the event of a denied reimbursement or a late submission.
...
For all Reimbursements and Expense Recovery Bonuses, requests must be received within 60 days after the end of the month in which the expense is incurred. An expense is incurred when an item is purchased or in the case of pre-payment for travel or an event the expense is can be incurred when the travel or event actually has taken place. (For example, an expense is incurred when something is purchased or when travel or an event has actually taken place as long as both as both the payment date and travel date are listed on the receipt for documentation.)
Late submissions will be considered on a case-by-case basis by the submission of an exception request. The exception request must include a valid reason for the late submission and include supervisor approval.
| Note |
|---|
Key Changes to the Standard: Under the previous policy and standard, approved late submissions were automatically considered taxable wages. Going forward, that will no longer be the case. Approved late submissions will be treated like any other expense regarding taxability. Therefore, if an expense reimbursement would normally be considered non-taxable, it will remain non-taxable if approved for late submission. |
Please view Payment Dates & Deadlines (get rid of the page) for review the table below for more details on the timing of receiving reimbursement/bonus funds based on the submission date. Copy and paste the table into here
Payment Dates
| Submitted to Reimbursement Email By... | Paid to Your Bank Account By... |
|---|---|
| Between 1st - 15th of the month | Paid on the last business day of the same month |
| Between the 16th - 31st of the month | Paid on the 20th of the following month, or the business before |
Order of Pay
Reliant will pay approved Reimbursements and Expense Recovery Bonuses following the Order of Pay, which includes:
- Expense Recovery Bonus
- Back pay (if applicable), including back pay accrued by either spouse, if married
- Back Reimbursements (formerly known as cabinet expenses-unpaid reimbursements waiting for funding) are paid in the order they were received as long as the back reimbursements remain eligible for reimbursement
- Reimbursements are paid in the order they are received
Receipt Guidelines
Reliant requires that itemized receipts for expenses greater than $75 must be submitted along with the reimbursement appropriate 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.)
...
- What was purchased
- Total amount paid
- Date
- Name of the company (or person) that was paid
- Your name (if applicable such as for a flight or hotel)
...
Credit card statements or credit card signature receipts that don’t include the list of purchased items are not acceptable as the only receipt documentation for an expense. However, typically it is the credit card receipt that shows any tips that have been added to the purchase. If you would like to reimburse the tip amount for an expense over $75 where an itemized receipt is required, please attach both the itemized receipt and the credit card receipt showing the amount included for the tip expense.
Hand-Written Receipts
Hand-written receipts are acceptable when a printed itemized receipt is not available as long as it contains the following criteria.
...
Resolution of Removed or Denied Reimbursement Requests
Reliant may remove or deny expenses or return submitted expense forms due to different reasons.
Check for Google comments within the Google Doc, your Reliant email or Staffnet for reimbursement notes indicating why a reimbursement or bonus request is being returned or expenses are being denied. It is your responsibility to check your Reliant email and Staffnet for reimbursement notes and to initiate with Reliant if there are questions about those notes. Reliant will notify you via email or Google Drive comments if a form is fully denied.
If expenses are removed from or denied on a reimbursement request (see Denied Expenses & Re-submission bring it over for more details)an expense submission request, they may be resubmitted on a new form for further review. If the item is removed for improper documentation or a similar situation, it may be resubmitted under the guidelines provided for proper receipt documentation in the Reimbursement Standards. If the item is related Be sure to check the guidelines to ensure you have included proper receipt documentation and only include the items that were previously removed on the new form submission. There is no extension to the original submission timeframe deadline for re-submissions.
If the expense was removed due to a policy issue, a formal exception request must be submitted.
...
Sufficient Funds Required
Reimbursements: If the MTD account for which a field staff is responsible does not contain sufficient funds to provide full reimbursement for the amount requested by the field staff on an expense submission request form, Reliant will hold the form and delay reimbursement storing the expense submission as a "back reimbursement" until sufficient funds are available in the staff MTD account, in accordance with Reliant's approved order of pay. They Back reimbursements will be paid out in the order from which the reimbursements reimbursement submissions were received once funds become available for the whole amount of each individual reimbursement. 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"
Reliant will not automatically partially pay a back reimbursement. You may request that we reduce the back reimbursement for a partial payment or completely remove it from the cue, but they will then not be eligible to be reinstated should funding become available later. Unpaid back reimbursements will be retained by Reliant for the calendar year in which the expenses were incurred, plus two (2) additional calendar years.
Back reimbursements are stored until enough funding can be raised through the end of December two years after the expenses were submitted. After January 31st of that next year, when all expense reimbursements have been completely processed and paid by Reliant, any un-reimbursed back reimbursement expenses from December 31st of the prior year will be marked as expired and can no longer be paid. Example: expenses submitted in 2019 are eligible for payment as a back reimbursement until January 31, 2022, if you raised sufficient funds by December 31, 2021.
Expense Recovery Bonus: If the MTD account for which a field staff is responsible does not contain sufficient funds to provide full recovery for the amount requested by the field staff on an expense submission request form, Reliant will hold the form and delay reimbursement until sufficient funds are available in the staff MTD account, in funds are not available to immediately recuperate all of the Expense Recovery Bonuses (ERB) (previously known as taxable reimbursements) that were submitted, then Reliant will short-check those bonuses and include them with backpay, in accordance with Reliant's approved order of pay. In the order of pay, Expense Recovery Bonuses take precedence over reimbursementsReimbursements, in accordance with IRS requirements. 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.
| Note |
|---|
Change to put taxable into backpay bucket not reimb bucket. Change cabinet expenses to back reimbursement |
Requesting a Reimbursement be Partially Paid Out (forfeiting any un-reimbursed expenses)
...
| Note |
|---|
Change- you no longer have to ask |
Order of Pay
order of pay and how will my reimbursement be paid
Back reimb paid in the order they were received as long as the back reimbursements remain eligible for reimbursement.
...
| Info |
|---|
As a reminder, timecards must be up to date for hourly employees to be eligible for receiving reimbursements and expense recovery bonuses. |
...
