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Page History
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| Expense | Reimbursable | Not Reimbursable | Example Ministry Purpose |
|---|---|---|---|
| Conference payment ($165 $75 per person) | Yes, for Reliant Missionaries and Associates. The conference payment would be Taxable for spouses not associated with Reliant.
| If you've completed an internal transfer to cover the cost of your conference payment, then you wouldn't also submit for reimbursement. The transfer already came directly out of the MTD account, and you didn't pay anything out of pocket. | "Conference payment to attend Collegiate's annual staff conference, which is required for my role." |
| Dinner meal expense on arrival day (April 11th17th) | Yes, for Reliant Missionaries and Associate spouses who are participating fully in the conference. (Spouses not participating in the conference and children, would have their meal reimbursed taxably.) | "Travel meal on arrival day to the Collegiate Staff Conference." | |
| Snacks or groceries purchased to eat during the week of the conference | Yes. Snacks or groceries are ok to reimburse in Meals. Groceries purchased for a 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). | Note: If you reimburse every meal off-site but you are staying at FaHoLo, then we might question your meal purchases. More information will probably be needed. | "Bought groceries for myself (trail mix, Sprite, bananas) to eat during the week of the Conference." |
| Snacks or meals "after conference hours" to meet with other Reliant Staff | Yes, ok 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) | |
Off-site lodging and food (For those not staying at FaHoLo due to bringing their families with children) | Off-site lodging will be reimbursable, but on a taxable basis. Please be sure to include your receipt on your reimbursement form. Reliant missionary food is non-taxable. Non-Reliant spouse and children food is taxable. | "Off-site lodging needed for my spouse and children, as there is no lodging for children at FaHoLo (site of Collegiate Staff Conference)" | |
3rd Group Event during the conference (ex. Annual Collegiate Invitational Golf Tournament) (cost around $15 to $20, which includes golf cart and green fees) | Yes, ok to reimburse in Meals section. That is where we list recreation expenses. We can only reimburse up to $20 per missionary, as that is the Reliant recreation limit. It would also be ok to reimburse another type of recreation expense (bowling, etc), within the $20 recreation limit. 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 missionaries, as a team building activity." | |
Transportation from the Detroit Metro Airport (DTW) to FaHoLo airport to the hotel (taxi, rental car and fuel, etc.) (It's about an hour from airport to retreat centerhotel.) | Yes, transportation from the airport to FaHoLo 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 associate fuel expenses for the rental car can be reimbursed. Please include your rental car receipt with your reimbursement. | "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." | |
| Mileage from your home to FaHoLothe 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. | Not reimbursable if your mileage is less than 100 miles one-way. (Ann Arbor is only 27 miles one-way. Detroit is only 67 miles one-way.) | "Traveled a total of 426 miles round trip from my home in Columbus, OH to FaHoLo Conference Center in Michigan, for the Collegiate Staff Conference." |
