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The new Reimbursement and Expense Recovery Bonus Policy and Standard is effective beginning January 1, 2023. |
Standard Name: | Reimbursement and Expense Recovery Bonus Standard |
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Relevant Policies: | Reimbursement and Expense Recovery Bonus Policy |
Relevant Forms: | (new link) |
Creation Date: | |
Last Revision Date: |
The Reimbursement and Expense Recovery Bonus Standard and Policy apply to all expenses incurred beginning January 1, 2023. Any expenses incurred in 2022 (even if they are submitted in early 2023) will follow our previous policies and use the previous year's forms. Please take time to watch the Reimburse and Expense Recovery LEARN course to help understand the key changes to the previous standards and how to use the new expense submission request forms.
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AnchorPayment Dates Payment Dates
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Payment Dates |
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 |
Expense Recovery Bonus (ERB) Submitted By... | Paid to the Bank Account of Field Staff By... |
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Last day of the month | Payment included in the following month's paycheck |
AnchorReview Review
Review | |
Review |
Submission Review and Approval
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(Support Goal Submission)
Expense Category | Summary of Allowable Costs | Key Details | |||||||||||||||||||
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Ministry Expense (ME) Bonus | The ME Bonus is for field staff to cover routine, ongoing ministry expenses. Staff may request the following through support goal submission
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Monthly Mobile Phone Service | U.S. employees may request through support goal submission to cover monthly mobile phone services
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(Relevant to all Reliant Field Workers)
Expense Category | Summary of Allowable Costs | Key Details | ||||||||||||||||
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Mobile Phone Device |
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Apps |
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Computers & Computer Equipment |
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Software | One-time outright purchases of software:
Monthly Software subscriptions are 100% nontaxable |
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Internet Access |
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Media Downloads (books, digital photos, etc.) |
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Travel
(Relevant to all Reliant Field Workers)
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Ministry trips are defined as trips outside of the field staff's local metropolitan area, required for ministry purposes, and for which the majority of time is spent on ministry job responsibilities. Reimbursable costs for ministry trips include reasonable and customary transportation, lodging, meals and related travel expenses to the extent that job responsibilities require travel. Trips that include both ministry job responsibilities and personal interests are reimbursable only for the portion required for ministry. See also: Reimbursements FAQ for Cancelled Trips |
Expense Category | Summary of Allowable Costs | Key Details | ||||||||||||||||||||||
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Hotel/Lodging |
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Flight |
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Rental Car/Borrowed Car |
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Mileage/Carpooling |
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Parking & Tolls |
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Other Transportation |
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Covid Testing |
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Travel Fees and Immunizations (short-term international trips) |
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Meals During Travel |
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(Relevant to all Reliant Field Workers)
Expense Category | Summary of Allowable Costs | Key Details | ||||||||||||||||||||
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Conferences and Event Fees | As a general rule, most conferences, retreats, and events are reimbursable, as long as field worker substantiates why attendance at the event was necessary for their current ministry role. Supervisor approval will be needed when the event is not spiritual in nature or does not obviously relate to a field worker's current role. |
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Mission and Outreach Trips | The fee(s) for the Mission and Outreach Trip are reimbursable. |
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Spiritual and Ministry Planning Retreats | Spiritual and Ministry Planning Retreats are intended to be dedicated, focused, and intentional times of immersion in the Word, prayer, and/or ministry preparation. Costs associated with the retreats may be reimbursed with pre-approval. |
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(Relevant to all Reliant Field Workers)
Expense Category | Summary of Allowable Costs | Key Details | |||||||||||||||
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Supplies | Due to the different job responsibilities of Reliant Employees, the types of supplies used for ministry purposes is vast and varying. It is field worker's responsibility to use discretion when purchasing supplies to ensure the items are truly reasonable and necessary ministry expenses. |
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Office Rent |
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Postage/Shipping/Fax | Postage, fax, and shipping expenses associated with your ministry role are reimbursable. |
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Printing & Copies | Printed prayer letters, magnets, photos, booklets, copies, etc. |
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(Relevant to all Reliant Field Workers)
Expense Category | Summary of Allowable Costs | Key Details | ||||||||||||||||||||||||||
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Equipment and Furniture |
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Meals (not associated with a ministry trip) |
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Books | Books that are ministry-related (they do not need to be religious in nature). |
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Some other continuing education expenses can also be recovered through an Expense Recovery Bonus such as school-required health checks and immunizations and related travel costs associated with continuing education. |
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Counseling |
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Gifts | Gift-giving is sometimes required to further the ministry of Reliant. Gifts purchased must be clearly ministry-related, and will also help further that specific Reliant ministry.
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Gift Cards | A gift card given by Reliant employee to donors may be reimbursed with a valid ministry purpose but annual limits for giving (See "gifts" above) apply. As a Standard, Reliant does not allow field staff to give gift cards to other field staff (employee or associate). |
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Professional Fees | Professional fees paid to companies, agencies, or individuals for services necessary to conduct ministry are reimbursable.
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Recreation Expenses | Use discretion when submitting requests for reimbursement of recreation expenses. Reliant will carefully review such requests but will not reimburse expenses that are not clearly ministry-related and that do not follow the Standards for reasonable, necessary, etc. |
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Weddings and Funerals | If the criteria for the wedding/funeral are met, then airfare, mileage, lodging, rental cars, and other travel-related expenses including meals, etc. can be reimbursed. |
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(Relevant to International Field Workers)
Expense Category | Summary of Allowable Costs | Key Reminders | ||||||||||||||||||||||
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Bank Fees |
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Counseling |
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International Mileage | When the cost of operating a motor vehicle in the international field worker's country of ministry exceeds that of the United States, international field worker may reimburse ministry-related mileage at a rate that exceeds the United States IRS’s approved mileage reimbursement rate. |
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Professional Fees | Most professional fees paid to companies, agencies, or individuals for services necessary to conduct ministry in the country where field worker is assigned are reimbursable.
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Immigration Fees | Reimbursable costs include visa fees and necessary documentation, postage, photos, etc. for ministry-related international travel. Costs recoverable to international field workers through an ERB include:
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Immunizations, Vaccinations | To the extent not covered by Reliant health plans, pre-field physicals, vaccinations, and immunizations (including oral vaccinations with a prescription) required for international placement or internship can be recovered through an ERB |
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Stat Phone | This communication device is required as part of the Item Preparation International Risk Levels and will be a non-taxable expense. |
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Storage Fees | Reimbursement may be requested for storage costs for personal items that are being stored in the U.S. while the worker serves at an international assignment when connected to an international move. |
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VPN | A VPN is highly recommended for international workers to purchase to ensure security for website usage. |
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(Relevant to those Reliant Field Workers who serve as licensed counselors as part of their Reliant ministry role)
Expense Category | Summary of Allowable Costs | Key Reminders | ||||||||||
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Counselor Supervision Fees | Available for counselors requiring someone to supervise their counseling as part of a mentor/training program. |
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Dues and Subscriptions for Counselors | For those counselors who have dues or fees for professional counseling organizations that provide support, resources, and/or training for licensed professional counselors. |
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Liability Coverage for Counselors | For those counselors who desire additional liability coverage. |
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Office for Counseling | For those counselors as part of their Reliant ministry role and want to reimburse office updates and decor. |
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