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We are very excited to see you here in Orlando in a few short months for the Collegiate Staff Conference. Below are common expenses Reliant missionaries incur as a result of travelling Field Workers incur from traveling to the annual Collegiate Staff Conference. Because the conference is family-oriented, we have made a few family expenses available for non-taxed reimbursements. However, expenses while on vacation before and after the conference are not reimbursable. Please make sure to read the table below for details.
Please feel free to use the table below when completing your reimbursement forms.
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Children are taxable. There have been years when children were not taxable, and a specific children's ministry program was happening within the conference. There is no program for children, so any expenses will be taxable if you choose to bring them. |
| Typical Expense: | Is it Reimbursable? | Not Reimbursable: | Example Ministry Purpose: | ||||||||
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| Conference payment ($100 per adult and $75 per child) | Yes, these expenses, including spouse and children, are reimbursable as non-taxablethis is reimbursable for Reliant Field Staff and Associates. The conference payment would be taxable for spouses not associated with Reliant. Please be sure to include your registration receipt. You should have received an email after registering for this event with a receipt for the event payment after registering for this event. If you did not , you can access that receipt on events.reliant.org under your registration informationreceive an email receipt, please email events@reliant.org. | If you've completed an internal transfer to cover the cost of your conference payment, then you wouldn't need to submit for reimbursement. The transfer already came directly out of the MTD accountwill come directly from the account you're responsible for, and you didn't pay anything out of pocket.If your family does not participate in the conference at all, their expenses would not be reimbursable. | "Conference payment to attend Collegiate's annual staff conference, which is required for my role." | ||||||||
| Meals, snacks, or groceries purchased to eat during the week of the conference | Yes, meals for those Reliant Field Staff and Associate spouses who are participating fully in the conference are reimbursable. Spouses not participating in the conference and any children's meals would have their meals reimbursed taxably. Groceries purchased for the duration of the conference can also be reimbursed. Meals while on vacation in Orlando before or after the conferencea non-Reliant spouse and any children would be taxable. It might be helpful to calculate a per-person price if a portion of the groceries are eaten by the spouse associated with Reliant (their food would be non-taxable). | "Bought groceries for myself and family members (includes 2 kids) to eat during the week of the Conference. Kids portion is listed in the taxable section, with a per person price." | |||||||||
| Snacks or meals "after conference hours" while meeting with other Reliant Staff | Yes, meals for those participating fully in the conference are reimbursable. Meals while on vacation in Orlando before or after the conferenceok to reimburse in Meals. | "Snack meal out during out of town conference." (Since this is out of town, we don't particularly need as many specifics like we normally require for meals. i.e. details on discipleship time, fellowship, etc) | |||||||||
Lodging during the duration of the conference. | Lodging during the duration of the conference is reimbursable. The cost of one room is reimbursable and an additional room for children participating in the conference would be a taxable reimbursement. Please be sure to include your receipt on your reimbursement form. | Lodging in Orlando while on vacation before or after the conference. | "Lodging during the Collegiate Staff Conference" | ||||||||
Off-site Lodging | Off-site lodging is reimbursable and non-taxable for the employee. A receipt is required on your reimbursement form. Reliant Field Staff food is non-taxable. Non-Reliant spouse and children's food is taxable. | "Off-site lodging needed for my spouse and children, as there is no lodging for children at conference center (site of Collegiate Staff Conference)" | |||||||||
Group Events during the conference (ex. Annual Collegiate Invitational Golf Tournament) | Yes, it is to reimburse in the Meals section. That is where we list recreation expenses. It would also be ok to reimburse another type of recreation expense (bowling, etc). Kids recreation expenses would be Taxable. Spouse recreation expenses for those not associated with Reliant would be taxable. | "Payment for Annual Collegiate Golf Tournament. I played with a team of other Reliant Field Staff, as a team building activity." | |||||||||
Transportation from the airport to the hotel (taxi, rental car and fuel, etc.) | Yes, transportation from the airport to the conference center would be reimbursable in the Travel section. Expenses like a taxi or shuttle service for transportation, can be reimbursed. Also, rental cars and associated fuel expenses for the rental car can be reimbursed. Note - a receipt is required for a car rental with your reimbursement request. | "Rental car expense. I rented a car to use for transportation during the week of the Collegiate Staff Conference, along with transportation to and from the Detroit airport | Transportation to the conference | Yes, flights, rental car, fuel for a rental car, parking, shuttle, and taxi services are reimbursable as travel. Airfare and shuttle fees for children and spouses not associated with Reliant who are participating in the conference are taxable. | Rental car expense while on vacation in Orlando. | "Airfare for myself from Detroit, MI to Orlando, FL for the Collegiate Staff Conference. My wife's and children's flights which are also on the receipt are in the taxable section below." | |||||
| Mileage from your home to the conference, if you are driving your own personal vehicle | Yes, mileage would be reimbursable if the mileage is over 100 miles one-way from your home. Any needed lodging expenses during a drive to the conference would also be reimbursable.Please do not count the first 50 miles (each way), as that is considered personal mileage. Any mileage on your personal car while on vacation in Orlando. |
| "Traveled a total of 426 miles round trip "Drive from my home in Columbus, OH to Orlando, FL for the Collegiate Staff Conference." | Meals while travelling to the conference | Yes, meals for Reliant staff and associates would be reimbursable. Meals for spouses not associated with Reliant and children would be taxed. | Meals while on vacation in Orlando before or after the conference. | "Meal while travelling to Orlando, FL Conference Center in Michigan, for the Collegiate Staff Conference. My wife's portion of the meal is in the taxable section below." | Typical Expense: | Is it Reimbursable? | Not Reimbursable: | Example Ministry Purpose
