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We also have a few additional reminders for those that are a who are filling the role of finance administrator for Collegiate Leadership Training. You will need to decide if your event Program is going to use Event Advances (similar to petty cash- onsite event reimbursement refunds) or event use BILL Spend & Expense or event fund reimbursements (where each field staff worker fills out reimbursement forms and turns it them in to Reliant directly and then waits for it to be deposited into their account at the normal standard reimbursement deposit time). We suggest expense advances BILL as there are many limitations to event fund reimbursements such as interns can not use the reimbursements, and you have to wait for many weeks to receive the reimbursement back.

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• We ask that the finance administrator make sure that all field staff and interns attending their event have been sent and read the pages below before making a purchase that they desire to be reimbursed by the event fund. 
  • Event Advance Purchases by Field Staff
  • Staff Reimbursements During An Event
  • Per Diem During Events 
• If you are having your Reliant Field Staff or Reliant interns pay an LT fee, please also send the links links Event Fee Payments Made by Reliant Employee and Event Fee Payments Made By Church
• Please ensure you added a list of all Field Staff attending LT and their role during LT to the event set up setup form.

Approvals for forms (account payable requests, invoices, contract, field staff reimbursements through the event fund, etc.)

• As the finance administrator for LT you should have been given permissions to be an approver for the event fund.  See Supervisor Approval for Google Forms. You are not the supervisor, but you are the signer for the fund, so you would follow the same instructions for approving forms.
• Reliant needs to view and co-sign all contracts such as: housing contracts (if they are outside of the YMCA contract), closing ceremony restaurant contracts, etc. (see Event Contracts).
• Reliant will pay directly for invoices to vendors (ex. rental of sound equipment, payment to sound engineers, band for closing ceremonies, etc.). See Event Accounts Payable Requests and Event Invoices and Payments Requests
• For large purchases (e.g.: online ordering of books or t-shirts, deposits for restaurants, etc.), especially prior to receiving your BILL access (or event advance), please contact Reliant as it could be paid for with a Reliant credit card rather than event advance or event fund reimbursements. See See Event purchases prior to receiving event advance.
• Reliant needs a list of all speakers (please add to the Event Speaker Payment Request Form) and their desired honorarium amounts. We need monthly lists of speakers as we make transfers at the end of each month for stipends. See Event Honorariums for Churches and Speakers.
  
  • If your speaker needs help paying for flights, please contact us. We will pay for their flight. You may not reimburse this yourself. If they are a Reliant employee, they may do a travel advance (see Payroll Advances).
• There are different rules for reimbursing through the event fund verses event advances. If you chose to reimburse through the event fund, please read Events Gifts Policy before making any purchases for the event.
• If you will have onsite collections (payment for closing ceremonies, shirts, etc. - not LT fees) during your program, please read Event Fee Payments Made By Participant. 
• Please read Additional Payments Collected By LT From Both LT Participants And LT Guests.
• Please ignore any old instructions that may have been created by previous event finance administrators as we change processes often. Please read Solomon instead. 
• Send emails and any questions to LT@reliant.org

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