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Payments by the Participants

**** We are currently co-branded and can accept payment made out to both GCM and Reliant. 

Acceptable forms of payments by the participants. 

• Credit card payment online
• Credit card payment over phone through Summer Programs Coordinator, at the Reliant office
• Personal check written to Reliant from the participant 
• Money order from the participant 
• Online banking- send your e-check to Reliant at 11002 Lake Hart Dr. Suite 100, Orlando, FL 32832.  Please make sure that you write the name of your summer program and your name in the memo line of the check. And notifiy Judi Major (judi.major@reliant.org) to let her know to look for it.

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You have access on mygcm (review Director Event Registration Site Instructions) to export the data for each student into an excel file to see the balances due for each collection date.  It also may be helpful to keep a file on your own to keep track of collection payments given by students.  But, you will still need to access mygcm to view participant payments made by by credit card and e-check.  

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• Make sure name and address of account holder are printed legibly on the check (many students open new accounts and use starter checks with no name or address on them, and we can’t read the signature)
• ALL checks must be clearly marked with the participants name that it should be credited to.
• You can NOT write a check that was written to you over to Reliant (payable to Reliant).  Reliant can only receive checks written directly to them for auditing purposes. 
• We would strongly prefer only one check or money order per participant, per collection payment.   However, we know there are exceptions that will need to occur.  We will for example allow a paycheck to be written over to GCM (or a money order created from tip money from work) and allow the student to make up the difference with a personal check. 
  
  

  Ensure that each check or money order received has the following information printed legibly on it:

  •  Participant’s name – printed legibly
  •  Address
  •  Amount – numeric amount should match written amount
  •  Check or money order number associated with the payment.  (please assign unique numbers to starter checks, write it on the check and in the ledger sheet)
  •  Date
  •  Signature
  
  
  
• Students raising financial support on their own (are required to fill out the FINANCIAL INTEGRITY FORM) must have their donors make their checks payable to the student, not to Reliant, and donor checks must be given directly to the student.
• The program participant will always need to pay Reliant with a check or money order written from the participant or from a parent with the same last name with the exception of accepting a work paycheck written over to Reliant). 
• All other checks received by the participants from the donors need to be deposited into the participant's account and a new check must be written to Reliant from the participant. We will not allow students to sign over to Reliant a donor’s check written to them (PAY TO THE ORDER OF RELIANT on the back) because that check from the donor to the participant is not tax deductible. 
• If a student receives a check from a supporter/donor written directly to Reliant they will need to return the check to the donor and ask them to rewrite the check payable to the student. The only exception for signing over checks to Reliant is if
• We will also NOT allow a student wants to sign over a paycheck from their employer that was written to them.  Reliant will accept a paycheck written to the student and signed over to Reliant (by writing PAY TO THE ORDER OF RELIANT on the back and then signing it). their paycheck to Reliant.  (*In the past this was allowed, but due to new auditing rules we can no longer accept any checks (including paychecks) that have not be written out directly to Reliant. 
  
  

Cash Payments

• Never collect cash if at all possible.
• If participants have cash they should go purchase a money order (usually costs between $3-$5 at your local grocery store, convenience store or bank) for the exact amount needed and use that in place of cash.
• If cash must be collected from students (as sometimes is the special case of our remote summer programs that lack access to banks and stores) then the administrator will need to go buy a money order on behalf of the student(s) that could only give cash and it should be written to Reliant for that total amount of cash collected from all the individuals.  A note must be attached to that money order detailing the names and amounts for each participant.  Please mark the memo line as “cash payments received”.  These payments will be entered as a cash payment in each of the participants’ records.
• How do I fill out the money order?  If the participant has purchased it, it should be written to Reliant and signed by the participant.  If the LT finance administrator is buying a money order for multiple participant payments, it should be written out to Reliant and then the LT finance administrator should sign the money order and attach the detailed note of names and amounts. 
• All cash received must be submitted to the Reliant Gift Processing Department using the guidelines written above. Do not deposit it into your petty cash. 
  
  

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