Welcome to Solomon!

Enter the Access Code below

Access code is invalid

Solomon Logo

Versions Compared

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

...

Standard Name:Reimbursement and Expense Recovery Bonus Standard
Relevant Policies:Reimbursement and Expense Recovery Bonus Policy
Relevant Forms:Expense Submission Forms (Available January 2023) 
Creation Date: December 2022
Last Revision Date:

...

UI Expand
titleRelevant 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 Expense Recovery Bonus (ERB), and both are submitted on the same form.


Current approved Expense Submission Request Forms are required for expense submission.

Note

Key Change to the Standard: Please note there are a few changes to our forms.

  • There is now a separate form for all Project Fund expenses. These are no longer entered on the U.S./International expense submission forms.
  • There is now a separate form for Spiritual and Ministry Planning Retreat expenses.
  • There is no longer a separate form for Computer and Equipment expenses. Those expenses are submitted on the normal expense submission forms (U.S./International/Project Fund) linked above. 
  • There is no longer a separate form for Spouse and Family expenses. Those expenses are submitted on the normal expense submission forms (U.S./International/Project Fund) linked above, but those expenses should be divided up (if combined on the same receipt with expenses for an employee/associate) and entered into a different line on the form.

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 to the Standard

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:

UI Expand
titleKey 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 group members.
  • 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.


...

Reliant requires that itemized receipts for expenses greater than $75 must be submitted* along with the appropriate form. *The only exception to the $75 limit is that a receipt is always needed for all hotel/lodging, regardless of the amount requested for reimbursement. Receipts should be uploaded into a google folder and linked to the submission form. See Expense Receipt Google Folder for instructions. 

Receipts must include the following itemized details:

...

UI Expand
titleFamily Expenses

Family Expenses

Travel, event/conference/training, and meal expenses related to a Reliant employee's immediate family members (i.e., spouses that are not also a Reliant employee/associate and/or children) that coincide with a field staff's job or ministry may be eligible for recovery, typically only as an ERB. When submitting an expense for a non-employed/non-associate spouse or child(ren) on an expense submission form, subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form. Follow the drop-down instructions on the form to select "YES" that the expense is for a non-employed/non-associate spouse or children.

UI Expand
titleNon-Employed/Non-Associate Spouse Expenses

If a spouse is an employee or associate of Reliant, the spouse's ministry-related expenses should be submitted directly by the employed/associate spouse.

If a spouse is not an employee or associate of Reliant, the spouse's expenses for travel, event/conference/training, or meal attendance may be recovered through an ERB if the presence of the spouse is deemed important and valuable to the success of the ministry taking place.

If there is a bonafide business/ministry reason for spousal attendance–meaning the spouse's attendance is required and the spouse has a direct role in the ministry being conducted (they are participating in the ministry work) during the trip, event/conference/training, or meal--the field worker may request on the expense submission form that these expenses be considered as a non-taxable reimbursement along with an explanation of the bonafide business/ministry reason for the spouse's required attendance.


UI Expand
titleChildren Expenses

For children's expenses to be eligible for any expense recovery, a child must have resided in the home for at least half the calendar year (to be claimed as a dependent on taxes). 

Children's travel, event/conference/training, and meal expenses are subject to the same general criteria as non-employed/non-associate spousal expenses in that they can be recovered through an ERB if the presence of the children is deemed important and valuable to the success of the ministry taking place. However, reimbursement (non-taxable) expenses for children are less common because the accompaniment of children is less frequently considered job-related. 

On the rare occasions when there is a bonafide business/ministry purpose for the child's attendance for travel, event/conference/training or meal expenses with the parent--meaning the child's attendance is required and the child has a direct role in the ministry being conducted--the field worker may request on the submission form that these expenses be considered as a non-taxable reimbursement along with an explanation of the bonafide business/ministry reason for the child's required attendance. 

Specifically related to event/conference/training fees for children:

  • If the event/conference/training is family-friendly then typically the fees and all associated travel expenses are recoverable through ERB (taxable).
  • In order for those fees to qualify as reimbursable (non-taxable) through Reliant, the children's participation needs to be required and the event/conference/training should be specifically geared to the education or care of the family as a whole or for individual family members in a way that's related to the field worker's role. Or the children need to be integrally involved in the event (such as working at the event). If the event/conference/training fees qualify as reimbursable (non-taxable) then all associated travel expenses related will also qualify as reimbursable.
  • In the case of event/conference/training fees where the fees for children in attendance are designed to specifically cover childcare, those fees would not be eligible for either ERB or reimbursement as childcare is not an eligible expense for any type of submission. However, the associated travel costs could be submitted for ERB. 
  • If the event/conference/training fees are not family-friendly at all (kids are not welcome to attend and childcare is not provided) then associated travel costs for children are not recoverable by either reimbursement or ERB.

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


...

UI Expand
titleProject Fund Expenses

Project Fund Expenses

In addition to individual MTD accounts, Reliant also manages funds for ministries, non-profits, and churches. When Project fund expense submissions require approval by a designated authorized signer for the fund. When an expense is not directly related to a field staff's specific job role but is more closely aligned to a project or ministry, a project fund Reimbursement expenses can be submitted using the Project Fund Expense Submission Form. Reimbursements from a project require all the same documentation as those from an MTD account and are processed according to the same submission deadlines. Project fund reimbursements also require approval by a designated signer for the fund

These types of Reimbursements are paid directly from the project fund based on available funds and the order in which they were received. The MTD account balance the field staff is responsible for does not incur the expense for these reimbursed costs (therefore, the order of pay from the MTD account does not apply), so it is possible for an employee who has back pay and back Reimbursements to receive payment for a Reimbursement that was submitted to be paid from a project fund. Reliant pays project fund Reimbursements if there are available funds in the project fund. A project fund can accumulate back Reimbursements. 

If an expense submitted through a project fund will be owned, stored, and considered solely the property of the church/ministry (with no personal usage by the individual submitting the request), then the expenses are attributable to the church/ministry, which is not taxed for expenses that are usually fully or partially taxed to the field staff MTD fund. 

If an expense is not for an item that will be considered the sole property of the church/ministry, then a field staff can still specify that the project fund (rather than an MTD account) should be the source of funds for a Reimbursement or ERB. In the case of an ERB, the taxable expenditure (including expenses with a partial taxable component) is processed similarly to ERBs funded through MTD accounts. The ERB for project funds can only be routed through a paid employee's payroll; therefore, Reliant associates may not request an expense recovery using a project fund for payment for any taxable expenditures. 

Note

Key Change to the Standard: In the past, Project Funds could not be used to submit expenses that had a taxable component. 


...

Expense Category

Summary of Allowable Costs

Key Details

Mobile Phone Device

$1,000 max limit to purchase a phone

Only eligible once every two years

Recoverable as 75% nontaxable Reimbursement and 25% taxable ERB

(*International workers see International Worker Expenses for sat phone)


UI Expand
titleKey Details

Please remember the Standard criteria when submitting a request for a mobile phone device. It should be reasonable and necessary to accomplish the field worker's role. A "smart watch", for example, would not be considered a necessary mobile phone device.

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

UI Expand
titleEligibility

For field staff working 20 hours/week or more and intending to remain (20 hours or more) with Reliant for at least 12 months after the phone is purchased. 

Field staff working fewer than 20 hours a week are not eligible to purchase cell phones. An appeal may be made through an exception request

Associates are not eligible to purchase cell phones.

However, there is a 90-Day Eligibility Extension for Taxable Expenses for Associates who are in "pre-employment" status. (See Associates for 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. They were previously 100% taxable

For field staff working 20 hours or more and intending to remain on staff for at least 12 months



Apps 


One-time purchases and subscriptions for apps directly relevant to field workers' job responsibilities are allowed.



UI Expand
titleKey Details

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


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.

Each type of item above is only eligible once every three years

75% nontaxable Reimbursement and 25% taxable ERB. 



UI Expand
titleKey Details

There is no maximum limit for computers and computer equipment, assuming the general expense criteria are followed for what is reasonable and necessary, specifically for your ministry role. A "smart watch", for example, would not be considered a necessary electronic device needed for your role.

Employees may apply for an exception to this standard if a computer is lost, broken, or stolen, and new equipment is needed before the 3-year threshold.

UI Expand
titleEligibility

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

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

Field staff working fewer than 20 hours a week are not eligible to purchase computer/computer equipment. An appeal may be made through an exception request

Associates are not eligible to purchase computer/computer equipment.

However, there is a 90-Day Eligibility Extension for Taxable Expenses as an Associate. (See Associates for details) 


Note

Key Change to the Standard: 

For field staff working 20 hours or more and intending to remain on staff for at least 12 months

The standard is now every 3 years (it 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. They were previously 100% taxable.



Software

One-time outright purchases of software:

Recoverable as 75% nontaxable Reimbursement and 25% taxable ERB. 

Only eligible once every three years per software type

Monthly Software subscriptions are 100% nontaxable

(*International workers see International Worker Expenses for VPN)


UI Expand
titleKey Details


UI Expand
titleEligibility

For Field Staff working 20 hours/week or more and intending to remain (20 hour or more) with Reliant for at least 12 months after the software is purchased. 

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

Field staff working fewer than 20 hours a week are not eligible to purchase software outright (an appeal may be made through an exception request) but can reimburse monthly software subscriptions.

Associates are not eligible to purchase software outright but can reimburse monthly software subscriptions.

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


Note

Key Change to the Standard: 

For field staff working 20 hours or more and intending to remain on staff for at least 12 months

The standard is now every 3 years (it used to be 2)

There is no longer a max limit amount as there was previously. 

Software is now 75% nontaxable and 25 taxable. It was previously 100% taxable.



Equipment

Sound/lighting/projection equipment, musical instruments, and other types of equipment, to the extent they are required to perform ministry responsibilities.

Recoverable as 75% nontaxable Reimbursement and 25% taxable ERB. 


UI Expand
titleEquipment Rental

Equipment can be rented and fully reimbursed if required to perform ministry responsibilities. 



UI Expand
titleKey Details


UI Expand
titleImportant Reminders

There is no limit to how often equipment can be purchased, nor is there a max cap amount on the purchase, but remember to follow the Standard criteria for what is reasonable and necessary to the specific ministry role. 

Employees or Associates may submit a request on the expense submission form for a fully non-taxable equipment expense recovery by explaining how the equipment is 100% necessary to perform ministry-related work and provides only marginal or no personal benefit.


UI Expand
titleEligibility

For Field Staff working 20 hours/week or more and intending to remain (20 hours or more) with Reliant for at least 12 months after the equipment is purchased. 

Field staff working fewer than 20 hours a week are not eligible to purchase equipment. An appeal may be made through an exception request.

Associates are not eligible to purchase equipment due to the taxable component. 

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


Note

Key Change to the Standard: 

No max limit amount (there used to be assigned limits per type of equipment); however remember criteria of reasonable and necessary will always apply

Equipment can be purchased as needed (it used to be only every 2 years for each type of item)

Equipment is now 75% nontaxable and 25% taxable. It was previously 100% taxable

For field staff working 20 hours or more and intending to remain on staff for at least 12 months



Website Hosting & Email Distribution 


Website hosting services or email distribution services that are directly related to the worker's ministry role



UI Expand
titleKey Details

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


Media Downloads 

Media downloads such as books, digital photos, graphics, etc., and other resources required for ministry-role.



UI Expand
titleKey Details

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

UI Expand
titleNeeded for Submission

Add the media title to the submission form.

Note

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

The author is no longer needed for submission.



UI Expand
titleImportant Reminders

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


Info

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.



Anchor
Travel
Travel

Travel and Events

...

Expense Category

Summary of Allowable Costs

Key Details

Hotel/Lodging

Up to $250/night for ministry trips 




UI Expand
titleKey Details

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

If an additional hotel room is needed to accommodate space for family members that would not have been needed initially by the field worker, or if the cost is per person and the field worker brought family members, that additional room/cost can only be recovered through an ERB. Remember to review non-employed/non-associate spouse and family cost. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form.


UI Expand
titleNeeded for Submission

The full version of the hotel receipt that includes the field worker's name and receipts must be submitted for all lodging, regardless of the amount.

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

Remember, if lodging was shared with others, please follow the instructions above for shared expenses as two receipts will be needed.



Flight

Airfare

Baggage fees (for transportation of luggage)

Seat upgrades, if required as a reasonable accommodation.

TSA pre-check or CLEAR, if the service is used for ministry-related travel 3 or more times per year.



UI Expand
titleKey Details

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

Baggage fees are for the transportation of luggage. The purchase of the luggage itself is not eligible for reimbursement or ERB due to the personal nature of the expense.


UI Expand
titleNeeded for Submission

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

Remember to review non-employed/non-associate spouse and family costcosts. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form.

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



Rental Car/Borrowed Car


UI Expand
titleRental Car, Rental Car Fuel, and Rental Car Insurance

Rental car, fuel receipts, and additional insurance purchased are all reimbursable. (See Auto and Rental Car Insurance)

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


UI Expand
titleBorrowed Car

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

Additional financial compensation given to the car owner for the use of their borrowed vehicle cannot be reimbursed. (See "Gifts" below for details)



UI Expand
titleKey Details


UI Expand
titleNeeded for Submission

Rental Car:

Remember, Reliant needs the full version of the rental car receipt that includes the field worker's name.

Any costs associated with a rental car (fuel/insurance) must 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 specify 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 the travel takes place since both dates are found on the receipt. 

Remember, if a rental car is shared with others, please follow the instructions for shared expenses.

Borrowed Car:

A fuel receipt and the trip's start/end location are needed for a borrowed car. 

In the ministry purpose section on the form, also add the full name of the person from whom you borrowed the car and their relationship to you, total driving distance, and travel locations.


Info

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



Mileage/Carpooling

Mileage for necessary ministry-related trips in excess of 50 miles each way (less than 50 are included in the support goal bonus) from the starting ministry location. (*International workers see International Worker Expenses)




UI Expand
titleKey Details

The IRS mileage rate for the second half of 2022 (expenses accrued July 1st - December 31st) is $0.625/mile.

Info

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

Mileage for trips of 50 miles or less (each way) is considered to be among the routine expenses covered by the Ministry Expense Bonus and should not be submitted for reimbursement by an employee. Mileage for trips in excess of 50 miles each way may be submitted for reimbursement. For example, if a field worker were to take a ministry-related trip of 75 miles each way, they could submit reimbursement for 25 miles each way (75-mile trip minus the 50-mile ME bonus threshold).

UI Expand
titleEligibility

Associates can reimburse any ministry-related mileage and should not subtract the 50 miles since they are not receiving a bonus through support goal submission.

Paid employees may not reimburse local mileage in any way other than through a bonus on support goal submission. If an employee opted out of the support goal request, they have forfeited the benefit of receiving reimbursement for local mileage. 


UI Expand
titleNeeded for Submission

Mileage:

Submit total mileage amount (after subtracting 50 miles each way) and the trip start/end location are needed.

Be sure to also 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 worker is the driver in a carpool: passengers will typically directly reimburse the driver for a portion of the mileage/gas cost by calculating the mileage rate for the ministry travel. The person submitting the expense would then subtract the amount received in gas money mileage from the total amount of mileage they could have submitted on the expense submission form. In the ministry purpose on the form, add the names of the passengers and their relationship to the worker and the money collected (specify the dollar amount from each listed passenger)

If the worker is 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 submitted for reimbursement on the form.  A hand-written/emailed receipt from the car owner is required if more than $75 (please follow directions 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.) 



Note

Key Change to Standard: In the past, the limit was defined as 100 miles away from home (each way). The standard has changed to 50 miles each way.

Also, we are now clarifying that the 50 miles each way should be subtracted from the total mileage submitted. This is not a change, but a clarification.



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.

UI Expand
titleParking Permit

Parking permits at the primary place of ministry can be recovered through an ERB.




UI Expand
titleKey Details

Local parking costs under $10 should be included in the monthly bonus support goal request and are not reimbursable.


Other Transportation 

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


UI Expand
titleKey Details

Remember to review non-employed/non-associate spouse and family costcosts. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form.


Covid Testing

Mandated testing for COVID in order to travel


UI Expand
titleKey Details

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

Remember to review non-employed/non-associate spouse and family costcosts. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form.


Visa and Passport 

Mandatory fees paid to regulatory agencies and governing bodies (*International workers see International Worker Expenses)

  • Visa Fees and related documentation are reimbursable
  • Passport fees and related documentation are taxable ERB   


Anchor
Travel
Travel


UI Expand
titleKey Details

Remember to review non-employed/non-associate spouse and family costcosts. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form.


Vaccinations and Immunizations (short-term international trips)

Vaccinations and immunizations required for international travel (taxable ERB) (*International workers see International Worker Expenses)

Certain medications required for international short-term travel related to mission trips are reimbursable


UI Expand
titleKey Details

We encourage participants of the Reliant-offered health plans to utilize their medical and prescription care benefits to hopefully decrease their out-of-pocket costs, and whenever possible to utilize their HSA savings accounts to cover these expenditures. 

Prescription medicines prescribed by a doctor or recommended by the CDC specifically for ministry travel to a country outside of your normal ministry location (such as malaria pills) are reimbursable

Other over-the-counter medications purchased for use during ministry travel to a country outside of your normal ministry location are reimbursable. Please limit the quantity of medication to correlate with the length of the mission trip. This type of expense should be limited to medications you don't normally utilize personally on a regular basis.

Remember to review non-employed/non-associate spouse and family costcosts. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form.


Meals During Travel



Meals during ministry trips

Per Diem for meals during travel (U.S. Per Diem and International Per Diem) is available upon request for field workers traveling for their Reliant role for a period of 5 or more days. 


UI Expand
titleKey Details

See also "Meals/Groceries (not related to travel)" below. Remember to review non-employed/non-associate spouse and family costs.

Alcohol may not be purchased using Reliant funds. (To simplify the reimbursement process, we suggest that if you purchase alcohol, ask for it to be put 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. The expense submission form will ask to verify that no expense amounts submitted include the cost of alcohol.

UI Expand
titleNeeded for Submission

Add the type of meal (breakfast/lunch/dinner) and the meal's location.

Include the participant information in the ministry purpose if others were in attendance. (If fewer than 6 people include first and last names and their relationship to the ministry. If greater than 6 people include the number of people present and the group's relationship to the ministry. 

  • If the meal is with another Reliant staff, please include in the ministry purpose "The purpose of the meeting and the name of the Reliant staff member serving at X location" 
  • Always provide a legitimate reason why a spouse or family members were present at the meal. Itemize the meal expenses (on a separate line on the form) for spouses and family members that exceed the cost that would have been incurred if eating alone. Or, list these taxable spouse/family expenses as an amount that is a percentage of the total meal expenses on a separate line on the form. 

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

Info

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




Internet Access During TravelCharges for internet and email fees while traveling for ministry purposes. (*International workers see International Worker Expenses)


UI Expand
titleKey Details

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


Travel Insurance


UI Expand
titleTravel Assistance Insurance

While Reliant offers multiple Travel Assistance Programs, we do not have coverage for expenses related to canceled travel. Any coverage for travel assistance is a reimbursable expense. (See FAQ for Cancelled Trips)


UI Expand
titleSupplemental Medical Travel Insurance

Supplemental medical travel insurance for short-term international trips can be recovered through an ERB. See Travel Insurance



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. 



UI Expand
titleKey Details

Remember to review non-employed/non-associate spouse and family costcosts. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form.

UI Expand
titleCriteria

Expenses incurred by a Reliant Employee related to attending a wedding must meet these criteria to be reimbursable:

The employee must be either officiating the wedding or performing special music as an extension of their Reliant ministry role (family events excluded)

If the field worker is not officiating or performing special music (just attending the wedding as a guest), the employee must have performed pre-marital counseling as part of their role as a Reliant field worker. The pre-marital counseling must have occurred before the wedding and on numerous occasions for expenses to be reimbursable. 

Expenses incurred during attendance at a funeral as part of a ministry role with Reliant (family events excluded) may be eligible to reimburse expenses. 



Event/Conferences/Training FeesAs a general rule, most events, conferences, and training fees are reimbursable as long as the field workers substantiate why attendance was necessary for their current ministry job responsibilities.


UI Expand
titleKey Details

Remember to review non-employed/non-associate spouse and family costs when attending an event with a spouse or family. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form.

Info

Note: Marriage conferences/workshops must be directly connected to the job responsibility of the field worker (roles such as mentoring married couples or pre-marital mentoring) and the local church/ministry should be requesting that both spouses attend. 


UI Expand
titleNeeded for Submission

In the ministry description on the form, add the specific name of the conference/retreat/event and explain why attendance was necessary as it relates to the ministry role.

The receipt should state:

  • Name of the event and dates the event was held
  • Cost of the event 
  • Name and contact information for the organization or ministry that collected the fees. 
  • Event receipts must be itemized to show the event cost plus any additional charges for food or items such as T-shirts, etc. If this breakdown is not included on the receipt, write notes on the submitted receipt detailing the breakdown of costs included in the total amount. 


See also related links for events where registration and payment are processed through Reliant:


Mission and Outreach TripsThe fee(s) for the Mission and Outreach Trip are reimbursable. 


UI Expand
titleKey Details

The mission trip and outreach event should be directly relevant to the field worker's ministry and job responsibilities.

UI Expand
titleImportant Reminders

Personal supplies for a mission trip that are needed for travel for that specific location (luggage, bug spray, sunscreen, swimsuit, specific clothing) are not reimbursable due to the personal nature of the expense. 

Remember to always fill out a travel notification form when planning for international travel.


UI Expand
titleEligibility

Reliant field workers are required to raise all funds through Reliant for any mission trip, even if the mission trip is sponsored by their local church or another ministry organization. (See Mission Trip Fundraising Policy for Reliant Missionaries.) 

Remember to review non-employed/non-associate spouse and family costs and see also Children of Reliant employees participating in/attending International Event. When submitting an expense for a non-employed/non-associate spouse or child(ren), subtract those family expenses from any other costs on the receipt and enter those family expenses as a separate expense line on the form.


UI Expand
titleNeeded for Submission

For any amount over $75, a receipt is needed for all mission trip fees from the mission organization. In case of multiple or installment payments, submit a receipt for each payment over $75.

Please review Travel Notification Procedure and fill out the appropriate form for either individual or group travel. It is important that the Reliant office knows when and where field workers are traveling in case of an emergency in the ministry location—also review Travel Insurance.

See also related links for mission trips where registration and donations are processed through Reliant:


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 on a Personal Development Plan.



UI Expand
titleKey Details

Expenses for Spiritual and Ministry Planning Retreats are not submitted through a normal expense submission form. There is a separate Spiritual and Ministry Planning Retreat Expense Submission form for expenses related to this category. 

UI Expand
titleImportant Reminders

Roles of Reliant field workers are often associated with unique demands and challenges that come with being a minister of the Gospel. Being able to take a day, or several days, away from the normal routine to pray, seek the Lord, plan for future ministry, and study the Word can be instrumental for staff.

Having the opportunity to take a spiritual/ministry planning retreat is not a guaranteed benefit. Spiritual and Ministry Planning Retreats need to be pre-approved by a supervisor and added to a Personal Development Plan at the beginning of each year. They should be required by the local ministry as part of developing the ministry of the field staff member.

Spiritual and Ministry Planning Retreats are not intended for general refreshment/relaxation/recharge time alone or with a spouse (Reliant's PTO policy better suits that purpose), nor are they considered an official Reliant sabbatical (see the Reliant sabbatical guidelines). 


UI Expand
titleNeeded for Submission

All spiritual and ministry planning retreat expenses must be submitted on the spiritual and ministry planning retreat form. The expenses should be entered according to their individual expense categories. 

Mileage to and from a retreat location, lodging, meals, and recreation activities (such as state park admittance, etc.) can be reimbursed with the following two limits:

A maximum of 5 days is eligible for reimbursement per year, regardless of whether the retreat is quarterly, bi-annual, or annual. (The 5 days can be spread throughout the year.)

$1,500 max total per year reimbursement is available for all travel and expenses related specifically to a spiritual and ministry planning retreat. 

If the spiritual retreat occurs within a sabbatical plan, there is no max amount/days cap.

A Personal Development Plan should be linked to the submission of expenses with the supervisor's approval.


Note

Key Change to the Standard: All expenses for spiritual and ministry planning retreats are now submitted on a separate form.


Note

Key Change to the Standard: A personal development plan is now needed to explain how the field worker will use the spiritual and ministry planning retreat to develop in their role as ministry-worker. Local supervisor approval is also required.


Note

Key Change to the Standard: The total max amount is now $1,500 per year instead of $1,000.



Event Facility RentalFor rental facilities related to events: Room rental for an event, park shelter rental, etc. (Typically reimbursed through a project fund.) 

...