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title	Relevant Forms

Note
Key Change to the Standard: The term Expense Submission is now used rather than simply Reimbursement when describing a submitted expense since an expense could be a Reimbursement or an ERB or a related Advance.

Links for Applicable Expense Submission Forms

Current approved Expense Submission Request Forms are required for expense submission.
- U.S. Expense Submission Form
- International Expense Submission Form
- Project Fund Expense Submission Form
- Continuing Education Form (all costs associated with continuing education must be submitted using only this form and pre-approval is required)
- Spiritual and Ministry Planning Retreat Form (all costs associated with Spiritual and Ministry Planning Retreats must be submitted using only this form and pre-approval is required)
Expense Advances , primarily relating to large, expected travel expenditures, will be considered on a case-by-case basis
International Bonus is available to International workers for expenses not eligible for inclusion on the International Expense Submission Form and not included in their monthly salary. The bonus can be received prior to the purchase of the expense as receipts are not used for requesting the bonus
Exception Requests are available for submission in the event of a denied Reimbursement or a late submission. submission
Grants are available for expenses related directly to a project fund. The full grant process involves submitting a grant request and following the Board's policy on grant reporting.
Per Diem - U.S. / Per Diem - International is available to use for travel expenses incurred during longer periods of travel (5 days or more)
Support Goal- support goal submission is specific to program teams. Please reach out to the appropriate program liaison for assistance.

With each expense submitted on the relevant form there should be:

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title	Key Components of Any Expense Submission

An explanation for each expense submitted, including:

Description of the expense
Whom the item is for:
- First and last names of the people involved
- The ministry relationship of the person(s) to the field staff. If the expense relates to five or more people, list them as a group with a specific number in the group (e.g., 12 ministry partners). Actual names are not necessary for groups of five or more people. Actual first and last names are required if the relationship is not uniform with all members of the group.
Specific ministry purpose of the expense (be as detailed as possible). For secure locations, please see Secure Lexicon for more details.
Cost of the item (the portion of the cost that is ministry-related, if not 100%)
Date of the expense (a new Reimbursement form is needed for each month in which an expense is incurred)

Itemized original receipts and other appropriate substantiating documents (if applicable) must be submitted with the form.

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

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title	Associate Expenses

Associate Expenses

Associates are volunteers who have been approved to conduct ministry on behalf of Reliant. Expenses incurred by Reliant associates should meet the general criteria outlined in this standard. Associates are not eligible for any expense recovery that has a taxable component or that is submitted for recovery through a support goal.

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title	90 day Eligibility Extension for Taxable Expenses for Associates who are Pre-Employed Field Staff

Some Reliant field staff (particularly those who are preparing to move internationally) work as non-employees or "pre-employed" status for a short period of time while they raise funds, to build up the balance in the MTD account they are responsible for with Reliant. In this circumstance, the field staff clearly intends to become a full-time Reliant employee in the near future.

With the confirmation of the expected hire date already set in place with Reliant (which must be within 90 days of the purchase date of the "taxable" items in order to qualify), Reliant will allow an Associate field staff to purchase a taxable item with the expectation that it can be recovered through an ERB after being officially hired. The ERB should be submitted upon being hired, and the receipt date should be no more than 90 dates prior to the hire date. The recovery of the taxable item amounts will not be paid out until the field staff is officially hired and receives a paycheck, thus satisfying Reliant's Standard and our obligation to report the value of the items as taxable income to the IRS.

Note
Key Change to the Standard: In the past, this was only offered to International Associates. It is now offered to all Associates.

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	Family
	Family

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title	Family Expenses

Family Expenses

Expenses incurred related to a Reliant employee's family members (spouses that are not also a Reliant employee/associate and/or children) that coincide with a field staff's job or ministry may potentially be eligible for recovery, but typically only as a taxable expense.

As a reminder, Reliant does currently offer Child-Care Reimbursement through our Cafeteria Plan (tax-saving benefit).

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title	Spouse Attendance

Expenses incurred by a Reliant associate spouse when they they attend and fully participate in an activity related to the Reliant employee's ministry role are reimbursable under most circumstances. If the spouse divides time between ministry participation and personal time, the spouse’s event expenses may be eligible as a taxable ERB.

If a spouse is not employed or an associate with Reliant, their conference event fee will always be taxable and recovered through an ERB when the presence and participation of the spouse are requested by your local church or ministry.

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title	Family Attendance

Family can be an instrumental part of daily ministry activities and are encouraged to participate in specific family-friendly events. For children's expenses to be eligible for recovery through an ERB, a child must have resided in the home for at least half the year and is either:

Under the age of 19 at the end of the year in which the event occurs
Under the age of 24 at the end of the year in which the event occurs, and is a full-time student
A child with permanent disabilities who relies on you on a daily basis

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Current ERB
Back Pay (if applicable), including any previously submitted ERB waiting for funding, as long as the bonus remains eligible for Back Pay (See Back Pay for ERB above for more detail)
Back Reimbursements (formerly known as cabinet expenses), meaning unpaid Reimbursements waiting for funding and paid in the order they were received, as long as the Back Reimbursements remain eligible for Reimbursement (See Back Reimbursements above for more detail)
Current Reimbursement . (Again, reimbursements are paid in the order they are received).

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As a reminder, timecards must be up to date for hourly employees to be eligible to receive Reimbursements and ERBs.

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Resolution of Removed or Denied Expense Requests

Upon its review of expense submissions, Reliant may remove or deny expenses or return submitted expense forms due to a variety of reasons. Explanations for the return or denial of submitted expenses can be found in Google comments within the Google Docfile, the Reliant email of field staff, or Staffnet. Field staff are responsible for checking their Reliant email and Staffnet for reimbursement notes and to initiate initiating with Reliant if there are questions about those notes. Reliant will notify field staff via email or Google Drive comments if a form is fully denied.

If expenses are removed from or denied on an expense submission request, the expense denied may be resubmitted on a brand new separate expense submission form for further review. Field staff should be sure to check the guidelines to ensure they 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.

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Reliant requires that itemized receipts for expenses greater than $75 must be submitted along * along with the 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.)

Receipts must include the following itemized details:

What was purchased
Total amount paid
Date
Name of the company (or person) that was paid
Name of field staff (if applicable, such as for a flight, hotel, rental car, etc.)

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title	Hand-Written Receipts

Hand-Written Receipts

On the rare occasions when occasion when a field staff is unable to obtain a formal itemized receipt, hand-written receipts are acceptable, as long as they contain the following information.:

Info
If traveling internationally, Reliant recommends purchasing a receipt book to help keep track of purchases when printed receipts are not readily available or provided.

Name of field staff
What was purchased
Amount Total amount paid
Date
Type of payment (check #, cash, etc)
Name of the store (or individual) who received the money (please also include contact info (phone/email) if payment was made to an individual)
A verification statement from a worker at the store/individual who received the money should also be included on the written receipt along with a signature to verify the statement. Example statement: “I, name , received this money from name to cover the cost of expense in which they participated, or purchased from me, etc. on this date. -Signature”. Or the field staff can have the person email the verification statement needed from their personal email address (instead of receiving their signature in person) and attach a copy of that email along with the handwritten receipt when submitting the expense.

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title	Receipts from Mobile/Banking App

Receipts from Mobile/Banking App

For receipts from mobile apps (such as Venmo, Square Cash, Apple Pay, PayPal, Google Wallet, or a banking app, etc.), field staff should be sure to include a clear description in the memo or "what's it for?" section of the transaction, to document what expense the payment is related to. The reimbursement submission should also include any information that is required for a valid receipt, that receipt that is not visible on the mobile app "receipt" (see the guidelines above for what details must be included on the itemized receipt for it to be acceptable.) In most cases, receipts for mobile apps will be for shared expenses. Please see the section below for details on receipts for shared expenses.

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title	Receipts for Shared Expenses

Receipts for Shared Expenses

If a Reliant field staff pays an individual for a portion of an expense that requires a receipt (and the portion exceeds $75), he/she will need to submit two receipts. This includes both a copy of the original receipt with the full expense amount listed from the individual who collected the money and paid for the full expense, as well as a hand-written or mobile/banking app receipt for the portion paid to the individual. These two receipts provide Reliant with sufficient documentation of the transactions. The expense submission should include all details required for the hand-written or mobile/banking app receipts as detailed above.

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The summary guidance below for the specific standards by expense type is intended as both a table of contents and a quick reference guide for specific expense categories. Expenses below are Reimbursements unless otherwise stated as an Expense Recovery Bonus (ERB). Items not addressed in this guide could require approval from the supervisor and the Reliant reimbursement team. Please contact reimbursements@reliant.org with questions.

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Expense Category

Summary of Allowable Costs

Key Details

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 submission:

Up to $500$600/month for staff working 20 or more hours per week
Up to $200$300/month for staff working fewer than 20 hours per week
International workers' amounts are needs-based

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title	Key Details

Routine and ongoing expenses in the example categories are designated for recovery solely through the ME Bonus and are not eligible to be submitted by U.S. employees for reimbursement through any other submission types.

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title	The following recurring expenses are included in the ME bonus bonus:

Meals with coworkersco-workers
Gifts for coworkers co-workers and ministry contacts
Monthly internet costs
Local mileage and tolls (normal commutes for local ministry)
Local parking/parking permits at the primary place of ministry
HSA employee contribution (if you are benefits-eligible and are currently on Reliant's medical insurance plan)
Other routine, ongoing ministry expenses

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Monthly phone plan costs are calculated separately on the employee support goal to be entered as non-taxable and should not be included in the total amount requested for the ME bonus.

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title	Eligibility

Reliant provides an optional monthly taxable Ministry Expense (ME) bonus for paid U.S. employees to help cover routine, ongoing monthly expenses associated with the ministry. Full-time U.S. employees are eligible for requests up to $500$600/month. Part-time U.S. employees (20 hours or less) are eligible for requests up to $200$300/month. The bonus request is submitted through employee support goals.

International workers have their Ministry Expense amounts included with their needs-based salary. Therefore, these ME bonus amounts apply only to U.S.-based employees.

Associates are not allowed to receive this bonus.

Reliant does not require receipts for expenses included in the ME bonus. Field workers may set the amount that they think is appropriate to cover their typically incurred monthly expenses (up to the $500 $600 and $200 $300 limits set, respectively, for full-time and part-time employees). If there are significant, unique, one-time expenses that clearly significantly exceed what each worker deems normal recurring expenses, then they have the option to submit them.

Note

Key Change to the Standard: The ME bonus has been simplified, and the total amount reimbursable for routine, ongoing expenses has been increased. Previously the ME bonus was broken down into individual expense category maximum amounts. Reliant is now asking U.S. field workers to determine the appropriate total amount (up to a specific, designated total amount based on their employment type) based on the total needs of the individual field workers.

Monthly Mobile Phone Service

U.S. employees may request through support goal submission to cover monthly mobile phone services

Up to $100/month (staff working 20 or more hours per week)
Up to $50/month (staff working fewer than 20 hours per week)

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title	Key Details

Expenses are paid out through a non-taxable monthly recurring payment. Receipts are not required. This monthly reimbursement is distinct from a one-time phone purchase which is reimbursed through the normal expense submission form.

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title	Eligibility

For International employees, monthly mobile costs are included in their needs-based salary worksheet so the above amounts do not apply.

Associates are not eligible.

Note

Key Change to the Standard: Mobile phone service costs used to be reimbursed through the ME bonus, which resulted in additional taxable income for field staff. Under the new Standard, mobile phone service costs are tax deductible. Paid employees may now submit a one-time Monthly Phone Reimbursement request through their support goal to recover monthly phone payments through a non-taxable monthly reimbursement.

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Expense Category

Summary of Allowable Costs

Key Details

Mobile Phone Device

$1,000 max limit to purchase a phone
Phone can only be purchased every 2 Only eligible once every two years
Recoverable as 75% nontaxable Reimbursement and 25% taxable ERB

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title	Key Details

If phone is lost, broken, or stolen and a replacement is needed prior to the end of the 2-year timeframe, please submit an exception request.

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title	Eligibility

For Field staff working over 20 hours/week and intending to remain full-time (over 20 hours) with Reliant for at least 12 months after the phone is purchased.

Part-time field staff working fewer than 20 hours a week are not eligible for purchasing cell phones. An appeal may be made through an exception request.

Associates are not eligible for purchasing cell phones.

However, there is a 90 Day Eligibility Extension for Taxable Expenses for Associates who are in "pre-employment" status (please review the Standard for more details).

Note

Key Change to the Standard:

There is now a higher max available limit (in the past the limit was $500)
Cell phones are now 75% nontaxable and 25 taxable. It used to be 100% taxable
For full-time workers intending to remain on workers for at least 12 months

Apps

One-Time Purchase time purchase and Subscriptions subscriptions for Apps apps directly relevant to field worker's job responsibilities are allowed

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title	Key Details

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title	Needed for Submission

Add a brief description of the app (one-time purchase or subscription) and an explanation of the ministry purpose

Note

Key Change to the Standard: Apps are being entered into a new category now ("Downloads"). They were historically entered as "supplies".

Computers & Computer Equipment

Computers (desktop/laptop/tablet), computer equipment (e.g., monitors, printers, hard drives), and warranties, to the extent they are required to perform ministry responsibilities.
Can be reimbursed every 3 yearOnly eligible once every three years
75% nontaxable Reimbursement and 25% taxable ERB.

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title	Key Details

There is no max limit for computers and equipment, assuming the general expense criteria are followed for what is reasonable and necessary specifically to your ministry role.

In the event a computer is lost, broken, or stolen, and new equipment is needed prior to the 3 year threshold, employees may apply for an exception to this standard.

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title	Eligibility

For Field Staff working over 20 hours/week and intending to remain full-time (over 20 hours) with Reliant for at least 12 months after the computer/computer equipment is purchased.

One-year fixed-term employees are able to reimburse a computer at the start of their year term if it is part of their parameters.

Part-time field staff working fewer than 20 hours a week are not eligible for purchasing computer/computer equipment. An appeal may be made through an exception request.

Associates are not eligible for purchasing computer/computer equipment.

However, there is a 90 Day Eligibility Extension for Taxable Expenses as an Associate (please review the Standard for more details).

Note

Key Change to the Standard:

For full-time workers intending to remain on staff for at least 12 months
The standard is now every 3 years (used to be 2) because 3 years align more closely with the depreciable life of a computer per recommended guidelines.
There is no longer a max limit amount as there was previously.
Computers are now 75% nontaxable and 25 taxable. It used to be 100% taxable

Software

One-time outright purchases of software:

Recoverable as 75% nontaxable Reimbursement and 25% taxable ERB.
Can only be purchased every 3 Only eligible once every three years

Monthly Software subscriptions are 100% nontaxable

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title	Key Details

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title	Eligibility

For Field Staff working over 20 hours/week and intending to remain full-time (over 20 hours) with Reliant for at least 12 months after the software is purchased.

One-year fixed-term employees are able to reimburse software at the start of their year term if it is part of their parameters.

Part-time field staff working fewer than 20 hours a week are not eligible for purchasing software outright (an appeal may be made through an exception request) but can reimburse monthly software subscriptions

Associates are not eligible for purchasing software outright but can reimburse monthly software subscriptions

There is a 90 Day Eligibility Extension for Taxable Expenses as an Associate (please review the Standard for more details).

Internet Access

Website hosting services or email distribution services that are directly related to your worker's ministry role
Charges for internet and email fees while traveling for ministry purposes.

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title	Key Details

No maximum limits limit, as long as charges meet the general criteria for expenses.

Monthly internet access at your home should be requested through ME Bonus and support goal submission, not as a Reimbursement submission.

Media Downloads (books, digital photos, etc.)

Media downloads, such as books and other resources required for ministry-role.

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title	Key Details

No maximum limits limit, as long as charges meet the general criteria for expenses.

Add the media title and briefly explain ministry purpose

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title	Important Reminders

Downloaded media items must be reimbursed at the point they are purchased. Meaning, no reimbursement of gift cards bought for expected future downloads. You Staff can only reimburse ministry-related downloads as individual expenses at the point that you make they make them.

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Books related to a continuing education class should not be expensed on a normal reimbursement form. They should only be submitted using the Continuing Education form.

note

Note
Key Change to the Standard: Downloads do not have to be religious in nature, as long as they have a valid ministry purpose.

Key Change to the Standard: In the past, there was a category for continuing education on the normal reimbursement form. There is now a separate form for all expenses related to continuing education.

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Travel
Travel

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

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Expense Category

Summary of Allowable Costs

Key Details

Hotel/Lodging

Up to $250/night for ministry trips

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title	Key Details

For some more expensive locations, a higher amount may be approved as an exception based on IRS Per Diem Rates for the travel destination.

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title	Important Reminders

If an additional hotel room is needed to accommodate room for family members that would not have been originally needed by the field workers, that additional room can only be recovered through an ERB. Remember to review spouse and family travel in the Reimbursement and Expense Recovery Bonus Standard

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title	Needed for Submission

We need the The full version of the hotel receipt that includes the field worker's name and receipts must be submitted for all lodging, regardless of amount.
Choose to submit the receipt either on the month it was purchased or the month in which the travel takes place, since both dates are found on the receipt.
Remember, if lodging was shared with others, please follow instructions on the Reimbursement and Expense Recovery Bonus Standard for shared expensesthe instructions above for shared expenses as two receipts will then be needed.

Flight

Airfare
Baggage
Seat upgrade, if needed
TSA pre-check or CLEAR

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title	Key Details

Seat upgrade may be reimbursed, if required as a reasonable accommodation.
TSA pre-check of CLEAR may be reimbursed, if the service is used for ministry-related travel 3 or more times per year

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title	Important Reminders

Redeemed travel points cannot be reimbursed as a cash payment. Only the amount paid in cash after redeeming points can be reimbursed.

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title	Needed for Submission

Remember, Reliant needs the full version of the flight receipt that includes the field workers worker's name, itinerary, and the amount paid.

Review spouse and family travel in the Reimbursement and Expense Recovery Bonus Standardabove.

Choose to submit the receipt either on the month it was purchased or the month in which the travel takes place since both dates are found on the receipt.

Rental Car/Borrowed Car

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title	Rental car/rental car fuel & insurance

Rental car and fuel receipts and additional insurance purchased are all reimbursable.

Only fuel costs can be reimbursed for a rental car, not mileage.

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title	Borrowed Car

Only reasonable fuel cost can be reimbursed for a borrowed car, not mileage.

Any additional financial payments given to the car owner for the use of their borrowed vehicle can not be reimbursed.

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title	Key Details

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title	Needed for Submission

Rental Car:

Remember we need the full version of the rental car receipt that includes field worker's name.
Any costs associated with a rental car (fuel/insurance) need to be submitted with a copy of the associated rental car receipt.
If submitting your rental car fuel receipts on a different form submission than the one that includes the rental car receipt, please include a copy of the rental car receipt for reference as part of the receipt submission and note that the rental car submission was already previously submitted so that the reimbursement is not duplicated.
Choose to submit the receipt either on the month it was purchased or the month in which the travel takes place since both dates are found on the receipt.
Remember if a rental car was shared with others, please follow instructions on the Reimbursement and Expense Recovery Bonus Standard for shared expenses.

Borrowed Car:

For a borrowed car, a fuel receipt is needed along with the trip's start/end location.
In the ministry purpose section on the form also add the full name of the person from who you borrowed the car and their relationship to you, total driving distance, and locations traveled.

Info
Reliant offers guidance when deciding on Auto and Rental Car Insurance

Mileage/Carpooling

Mileage for necessary ministry-related trips in excess of commutes to normal places of work/ministry such as long trips outside the metropolitan area in which the field worker resides.

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title	Key Details

The IRS mileage rate for the second half of 2022 (expenses accrued July 1st - December 31st) is $0.625/mile.
If money is received from carpoolers, deduct that amount from expense submission.

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Reminder: Mileage cannot be reimbursed for rental car or borrowed car

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title	Needed for Submission

Mileage:

Total mileage along with the trip start/end location is needed.

Be sure to subtract any personal mileage for any side trips during business travel, from the total mileage, you submit for reimbursement.

Carpool:

The above submission rules apply and...

If the driver in a carpool: passengers will typically directly reimburse the driver for a portion of the mileage/gas cost, calculate the mileage rate for the ministry-travel and subtract the amount received in gas money. I n the ministry purpose on the form add the names of the passengers and their relationship to you and the money collected (specify the dollar amount from each listed passenger)
If the passenger in a carpool, when driving in another person's vehicle, reimbursement for the money given to the car owner for the passenger's portion of mileage cost may be reimbursed. The amount submitted for reimbursement cannot exceed the approved mileage reimbursement rate multiplied by the number of ministry miles driven. Enter only the mileage amount that adds up to the cost being submitted for reimbursement on the form. A hand-written/emailed receipt from the car owner is required if more than $75 (please follow directions on the Standard for what is needed when submitting a hand-written receipt and also include the locations travel (to/from) and the total mileage amount on the receipt.)

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title	Eligibility

Associates are able to reimburse any ministry-related mileage.

Paid employees may not reimburse local mileage in any way other than through the support goal submission. If an employee opted out of the support goal request, they have forfeited the benefit of receiving reimbursement for local mileage. Ministry-related auto mileage in excess of commutes to normal places of work/ministry is reimbursable.

Note
Key Change to Standard: In the past, the limit was defined as 100 miles away from home. The Standard has changed to be outside of normal commute and outside the metropolitan area in which the field worker resides.

Parking & Tolls

Parking costs of more than $10 when conducting ministry work in a location that is not the local place of work.
Parking costs incurred during travel (airport parking costs, hotel or conference center parking, etc.)
Tolls when traveling on a ministry trip.

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title	Key Details

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title	Important Reminders

Local parking costs under $10 as well as parking permits should be included in the support goal request for monthly expenses and are not reimbursable.

Note
Key Change to the Standard: Reliant has been advised that local parking/parking permits are considered taxable. Therefore, only employees can recover this expense through a support goal submission request.

Other Transportation

Taxi, bus, rideshare, train, water transportation, etc. when traveling on a ministry trip

Covid Testing

Testing mandated in order to travel

Only testing not covered by Reliant's health plan can be reimbursed.

Travel Fees and Immunizations (short-term international trips)

Visa Fees and related documentation
Passport fees and related documentation (taxable ERB)
Vaccinations and immunizations required for international travel (taxable ERB)
Certain medications required for international travel

Meals During Travel

Meals during ministry trips

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title	Key Details

See also "Meals in Local Setting" under Other Ministry Expenses below.

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title	Eligibility

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Meals need to meet one of these two guidelines:

Directly ministry-related (main purpose of the meal was the active conduct of ministry) or...
Closely connected to the ministry activity (ministry discussion occurred directly before, during, or after the meal or hospitality event.)

Associate staff may be eligible to reimburse reasonable meal expenses with other Reliant staff as long as there is a valid ministry purpose where the associate is performing their associate ministry role and the meal is not primarily social/fellowship in nature. Associate meals are reimbursed at the discretion of Reliant.
Employee and their spouse ministry-related meal expenses are usually reimbursable if both roles during the meal can be clearly described as ministry related. If spouse attended but did not participate in the ministry work, the spouse portion of the meal would be taxable. Children's meal expenses are always taxable. Taxable reimbursement of spouse and family meals is a benefit and can be used when needed, in order to be able to fulfill the ministry role. This is meant to be an infrequent occurrence rather than a regular practice.

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title	Needed for Submission

Add the type of meal (breakfast/lunch/dinner) and the location of the meal.
Also, include the participant information in the ministry purpose if others were in attendance. (If fewer than 6 people include the first and last names and their relationship to the ministry. If greater than 6 people include the number of people present and the group (or groups) relationship(s) to the ministry.
- If the meal is with another Reliant staff, please include in the ministry purpose "Reliant staff member serving at X location"
- Always provide a legitimate reason why spouse or family members were present at the meal. Itemize the meal expenses for spouse and family members that exceed the cost that would have been incurred if eating alone. Or, list these taxable spouse/family expenses as a percentage of the total meal expenses.

Make sure to also clearly describe the ministry that happened and how the meal was related to the overall ministry appointment, even if the majority of the ministry happened slightly outside of the meal.

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If over $75, remember to include both the itemized receipt and the credit card receipt showing the tip with your submission.

Alcohol may not be purchased using Reliant funds. (To simplify the reimbursement process, we suggest purchasing alcohol on a separate bill from the meal being reimbursed.) If it was included on the same bill, subtract the cost of the alcohol from the reimbursement total and add a note explaining why the request to reimburse is less than the total amount on the receipt.

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Expense Category

Summary of Allowable Costs

Key Reminders

Bank Fees

Bank Fees incurred by International field worker as they travel back to the US or other countries for ministry purposes.
Bank Fees incurred in situations where the safety of a Reliant International worker is a concern, or in which local banking options are either not allowable or unadvisable (e.g. due to the secure nature of their ministry role.)

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title	Key Details

International workers are encouraged to utilize debit and credit cards when reasonable. For ideas of credit cards with low transaction fees see International Finance FAQs.

Counseling

Counseling is normally not reimbursable. However, there is a counseling bonus available to International workers (See International Bonuses)
Short-term counseling is available through Reliant's Employee Assitance Program for those enrolled in Reliant's International insurance.
In the event of an international crisis situation, international International field worker may qualify to receive crisis counseling for a pre-approved duration paid for by Reliant.

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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title	Key Details

Note that the additional amount above the IRS rate will be added as an Expense Recovery Bonus (taxable).

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title	Needed for Submission

Total mileage along with the trip start/end location is needed. Document the basis for the higher mileage rate being utilized.

Be sure to subtract any personal mileage for any side trips during business travel, from the total mileage, you submit for reimbursement.

Choose your desired additional mileage rate (select miles or kilometers), on the International reimbursement form

Note
Key Change to the Standard: Additional mileage amount above U.S. mileage rate is now taxable.

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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title	Language Classes

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title	Tutoring

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title	Translator Fees

Oral translator fees are reimbursable.

Written translator fees, depending on the nature of the materials, may be reimbursed with prior approval. Pre-approval may be obtained by sending an email to reimbursements@reliant.org.

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title	Estate Planning

Will Preparation-International field worker are allowed to reimburse fees related to required will preparation up to $1000 per family. This amount is taxable and can only be recovered through an ERB.

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title	Tax Preparation

Tax preparation-Reliant recognizes that some of our field worker have complex tax situations. Thus, we allow International worker to reimburse up to $350 for fees related to tax preparation and consultation annually. However, this amount is taxable and can only be recovered through an ERB.

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title	Key Details

A W-9 is no longer required to be collected from a vendor for a professional fee.

Note
Key Change in Standard: Reliant no longer needs the field worker to collect a W-9 from a vendor (for Reliant to send the vendor a 1099 for that year) if the vendor is paid by the Reliant field worker (in the form of a reimbursement) and not sent payment directly from Reliant.

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:

U.S. Passport fees and necessary documentation, postage, photos, etc.
International driver's license fees- initial and renewal
Immigration fees for family
Related travel for visa runs, etc. for family members

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title	Key Details

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title	Needed for Submission

When reimbursing immigration fees, please fully explain how they relate to the ministry role: International placement; leading an international mission trip; overseeing international worker; etc.

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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title	Key Details

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title	Needed for Submission

Please include a clinic or doctor’s receipt showing the immunization type and amount you paid.

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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title	Key Details

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title	Need for Submission

Stat phones are 100% non-taxable due to the necessity of the purchase for the ministry and associated safety concerns related to the ministry location.

Stat phones for international secure locations are categorized as equipment rather than phones.

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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title	Key Details

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title	Eligibility

To be eligible for this reimbursement, the missionary must be hired with the intention of being employed at their overseas ministry location for one year or longer.

A receipt is required for this reimbursement, regardless of the dollar amount.

VPN

A VPN is highly recommended for international workers to purchase to ensure security for website usage.

See Encryption, Privacy, and Online Security

Moving, Vehicle, Hardship, etc.

There is a specific International Bonus designed to recover personal expenses for International workers that are not eligible for submission on the International Expense Submission Form.

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title	Key Details

Personal expenses related to moving, vehicles, etc. can be recovered through the International Bonus.

Receipts are not used for requesting the bonus. The bonus can be received prior to the purchase of the expense.

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