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Payment of a ministry expense may be done through the following types of submission requests:
Reimbursement: Submission of expenses that qualify under IRS guidance as non-taxable reimbursable business expenses is referred to as a “Reimbursement.” Please note that, although Reliant Reimbursements are processed in such a way that they are not included in the employee's taxable income, the employee bears ultimate responsibility for her/his income tax return(s), including the proper tax treatment of all payments received from Reliant, and should consult with her/his tax adviser as needed to determine the appropriate reporting and treatment of such payments.
Expense Recovery Bonus: Submissions requesting recovery of expenses that do not qualify for non-taxable reimbursement under the IRS guidance are referred to as “Expense Recovery Bonus”or ERB. ERB payments take the form of a bonus which will be treated as additional taxable wages (compensation) for the field staff. Due to the fact that only paid employees can receive a taxable bonus, associates are not eligible to submit a request for an ERB or for any expense that has a taxable (ERB) component.
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While most expense submissions by field staff will be in the form of either a Reimbursement or an ERB, there are several alternative means of recovering the cost of ministry expenses. They include:are listed in the drop-down below:
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Relevant Forms
All expense submissions should use the appropriate form, each of which is listed in the drop-down below with accessible links. Please open a new form for each month's expense submission (rather than copying a form that has previously been submitted) in order to ensure the use of updated forms and to aid accurate and timely expense processing.
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Links for Applicable Expense Submission Forms
With each expense submitted on the relevant form there should be:
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Submission Timeframe
For all Reimbursements and ERBs, 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, when the travel has actually taken place, as long as both the payment date and travel date are listed on the receipt for documentation.
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Please review the table below for more details on the timing of receiving Reimbursement/bonus funds based on the submission date.
Payment Dates
Reimbursement Submitted By... | Paid to the Bank Account of Field Staff By... |
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Between 1st - 15th of the month | The last business day of the same month |
Between the 16th - 31st of the month | The 20th of the following month, or the preceding business day if the 20th falls on a weekend or holiday |
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