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Expense Advance: Field staff may request advance payment for anticipated reimbursable expenses through an "Expense Advance." Advances are not available in all cases but will be considered for approval on a case-by-case basis. All unused portions of an advance must be timely returned to Reliant. Per Diem: Field staff may request per diem while traveling, opting to receive a daily set amount for travel expenses (lodging and meals) instead of submitting individual expense receipts for those travel expenses. Grant: For expenses related directly to a ministry project fund, field staff and associates can request payment through a "Grant" rather than a project fund Reimbursement. (See Reimbursements vs. Grants for more details.) Grants are typically used for the expense of an item that will belong to the broader ministry/project on a long-term basis. Allowance: A separate sum of money can be requested for certain expenses not available eligible for submission through the expense submission form. This will be given through in the form of a bonus as receipts . Receipts are not used for requesting the amountrequired for this allowance. Support Goal: Certain recurring monthly expenses can only be recovered through submitting an updated support goal. We encourage employees to use this benefit to offset recurring monthly costs. Associates are not eligible for this benefit and, therefore, will not be able to recover certain recurring monthly expenses. |
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Links for Applicable Expense Submission Forms Current approved Expense Submission Request Forms are required for expense submission.
Expense Advances, primarily relating to large, expected travel expenditures, will be considered on a case-by-case basis. International Expense Allowance 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 amount can be received before the expense purchase, as receipts are not used for requesting the amount. Moving Allowance is available to U.S.-based employees incurring moving costs for moving from one ministry location to another Exception Requests are available for submission in the event of a denied submission or to request special exceptions 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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Expense Category | Summary of Allowable Costs | Key Details | ||||||||||||||||||||||
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Hotel/Lodging | Up to $250/night for ministry trips |
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Flight | Airfare Baggage Seat upgrade, if needed TSA pre-check or CLEAR |
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Rental Car/Borrowed Car |
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Mileage/Carpooling | Mileage for necessary ministry-related trips in excess of (not including) the first 50 miles one each way per trip (which is already included in the support goal bonus). |
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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.) Parking permits at the primary place of ministry can be recovered through an ERB. Tolls when traveling on a ministry trip are reimbursable. |
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Other Transportation | Taxi, bus, rideshare, train, water transportation, etc., when traveling on a ministry trip | |||||||||||||||||||||||
Covid Testing | Mandated testing 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 short-term travel related to mission trips are reimbursable |
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Meals During Travel | Meals during ministry trips |
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Weddings and Funerals | If the criteria (under Key Details) for the wedding/funeral are met, then airfare, mileage, lodging, rental cars, meals, and other travel-related expenses, etc., can be reimbursed. |
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Expense Category | Summary of Allowable Costs | Key Details | ||||||||||||||||||||||||||||||||
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Equipment (including Furniture) | Recoverable as 75% nontaxable Reimbursement and 25% taxable ERB. |
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Meals & Hospitality (not associated with a ministry trip)
| Meals for ministry contacts, donors, and group events Groceries for prepared meals for ministry purposes One-time special event/celebration meals with co-workers that are out of the ordinary can be submitted through reimbursement Dormitory meal plan passes, when used exclusively for conducting ministry per Reliant worker role (for example on a college campus), can be reimbursed at a max of $480 for a semester pass. |
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Books | Books that are ministry-related (they do not need to be religious in nature). |
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Continuing education courses Course-related books Associated Fees 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 | Counseling is not eligible for reimbursement or ERB. Short-term counseling is available through Reliant's Employee Assitance Program for those enrolled in Reliant's insurance. However, field workers may qualify for crisis counseling in a ministry-related crisis for a pre-approved duration paid for by Reliant. | |||||||||||||||||||||||||||||||||
Gift-giving is sometimes required to further the ministry of Reliant. Gifts purchased must be clearly ministry-related and also help further that specific Reliant ministry. Gifts must have an intended recipient determined at the point of purchase. Gifts may not be purchased more than 30 days before the date they will be given to the intended party. Gifts cannot be personal in nature (such as for a birthday, baby, wedding, graduation, etc.) There is an annual limit for the amount of gift given per person per year. |
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Gift Cards | A gift card given by a 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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Moving Costs | Moving costs are not reimbursable through expense submission. A moving bonus is available for moving costs incurred while moving from one U.S. ministry location to another U.S. ministry location. |
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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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