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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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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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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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Expense Category | Summary of Allowable Costs | Key Reminders | ||||||||||||||||||||||||||||
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Bank Fees |
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Counseling |
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Communication Devices |
| 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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UI Expand | ||
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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 |
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Key Change to the Standard: Additional mileage amount above U.S. mileage rate is now taxable. |
Sat phones are 100% reimbursable as non-taxable due to the necessity of the purchase for the ministry and associated safety concerns related to the ministry location. Sat phones for international secure locations are categorized as equipment rather than phones. See Encryption, Privacy, and Online Security for details on VPN |
- 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, an International field worker may qualify to receive crisis counseling for a pre-approved duration paid for by 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
title | Key Details |
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A W-9 is no longer required to be collected from a vendor for a professional fee.
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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. |
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Note |
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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. |
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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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Note that the additional amount above the IRS rate will be added as an Expense Recovery Bonus (taxable).
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Oral translator fees are reimbursable.
Written translator fees, depending on the nature of the materials, may be reimbursed with prior approval.UI Expand | ||
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Pre-approval may be obtained by sending an email to reimbursements@reliant.org. A W-9 is no longer required to be collected from a vendor for a professional fee.
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UI Expand | ||
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UI Expand | ||
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A W-9 is no longer required to be collected from a vendor for a professional fee.
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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. |
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:
UI Expand | ||
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UI Expand | ||
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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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UI Expand | ||
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Please include a clinic or doctor’s receipt showing the immunization type and amount you paid. |
A W-9 is no longer required to be collected from a vendor for a professional fee.
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Oral translator fees are reimbursable.
Written translator fees, depending on the nature of the materials, may be reimbursed with prior approval
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title | Need for Submission |
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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.Pre-approval for written translator fees may be obtained by sending an email to reimbursements@reliant.org. A W-9 is no longer required to be collected from a vendor for a professional fee.
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title | Key Details |
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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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