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If a Reliant missionary who serves as a speaker at a summer program would prefer their flight cost to be paid out of the summer program fund directly that is an option. However, the flight amount may not exceed the amount of an equivalent transfer. In this scenario the LT Finance Director will make arrangements for Reliant to book the speaker's flight and charge the flight to a Reliant credit card, to be expensed directly to the summer fund. This payment option is only available for flights and cannot be utilized for mileage or other transportation expenses. This option must be chosen in advance and communicated to the Reliant summer program coordinator prior to any flights being purchased and will negate the ability of the missionary to submit a reimbursement for the flight.
Speaker Meals
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It is allowable for the event to use event funds to reimburse groceries purchased for the speaker’s meals during their time at the event. It is also allowable to include the speaker (and the speaker’s family) in event group meals in which participants and Reliant missionaries are all dining together.
In the case of the summer programs that are located at a YMCA, event funds can be used for paying for speaker and speaker family meals at the cafeteria. Our assumption is payment is being made to the cafeteria directly at the time of the meal, so no invoice is being received from the YMCA for these particular meals. Therefore, maintaining an internal tracking system providing the necessary information is finerequired, as this will be your receipt. Please keep a log that lists the speaker's name, dates they attended LT, the # of meals the speaker/wives/family had (ex. broken down for breakfast/lunch/dinner) and the total amount paid for the speaker meals during their time at LT.
It is also allowable for event funds to be used for the Event Director (or other missionary attending the event with approval from the Director) to take a speaker out to eat for a single meal at a nice restaurant as a thank you. Please keep these meals to less than $40 per person and remember that alcohol cannot be purchased using petty cash funds. |
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