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We are very excited to see you here in Orlando in a few short months for the Collegiate Staff Conference. Because the conference is family-oriented, we have made some family expenses available for non-taxable reimbursement. Please remember that expenses while on vacation before and after the conference are not reimbursable.
Below are two tables of common expenses Reliant missionaries incur as a result of travelling to the conference with an explanation of their reimbursable status. The first table is for employed missionaries and the second table is for associate missionaries. Please make sure to read through the table that relates to your role.
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Common Expenses for Employed Missionaries
annual Collegiate Staff Conference (typically held in April).
Please feel free to use the below table when completing your forms for reimbursement.
| Typical Expense: | Is it Reimbursable? | Not Reimbursable: | Example Ministry Purpose: | ||
|---|---|---|---|---|---|
| Conference payment ($100 per adult and $75 per childperson) | Yes, these expenses, including spouse and children, are reimbursable as non-taxable.this is reimbursable for Reliant Missionaries 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. If you did not, you can access that receipt on events.reliant.org under your registration information.
| 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 account, and you didn't pay anything out of pocket. If your family does not participate in the conference, 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 Missionaries and Associate spouses who are participating fully in the conference are reimbursable. Spouses not participating in the conference, and any children 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 conference. Meals for spouses or children not participating in the conference. | 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). | "Bought groceries for myself and family members (includes 2 kids) to eat during the week of the Conference. Kids portion is listed in 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. We understand that there will be one evening available for a nicer dinner near the attractions here in town. The maximum allowable expense for that meal is $50 for adults and $25 for children. Also, please remember that alcohol is not reimbursable.
| Meals while on vacation in Orlando before or after the conference. Meals for spouses or children not participating in the conference. | 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, for those not staying at the Collegiate requested conference center due to bringing their families with children | Off-site lodging will be reimbursable, but on a taxable basis. | Lodging during the duration of the conference. | Lodging during the duration of the conference is reimbursable. We prefer that you use one of the suggested hotels which have suites available to accommodate families. If you need to find housing at another location, the maximum reimbursable amount for a room is $200 per night. Please be sure to include your receipt on your reimbursement form. | Lodging in Orlando while on vacation before or after the conference. An extra hotel room for children. | "Lodging during the Collegiate Staff Conference" |
| 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. Lodging expenses during a drive to the conference would also be reimbursable, up to one hotel room a night. | Not reimbursable if your mileage is less than 100 miles one-way. An extra room for children while travelling to and from Orlando. Any mileage on your personal car while on vacation in Orlando. | "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. Meals for spouses or children not participating in the conference. | "Meal while travelling to Orlando, FL 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 |
Common Expenses for Associate Missionaries
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 conference center (site of Collegiate Staff Conference)" | ||||||||||
Group Event during the conference (ex. Annual Collegiate Invitational Golf Tournament) | 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 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 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 | |||||||||
| Typical Expense: | Is it Reimbursable? | Not Reimbursable: | Example Ministry Purpose: | ||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|
| Conference payment ($100 per adult and $75 per child) | Yes, these expenses, including spouse and children, are reimbursable as non-taxable. 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. If you did not, you can access that receipt on events.reliant.org under your registration information. | 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 account, and you didn't pay anything out of pocket. If your family does not participate in the conference, 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 participating fully in the conference are reimbursable. Groceries purchased for the duration of the conference can also be reimbursed. | Meals while on vacation in Orlando before or after the conference. Meals for spouses or children not participating in the conference. | "Bought groceries for myself and family members (includes 2 kids) to eat during the week of the Conference. " | ||||||||
| Snacks or meals "after conference hours" while meeting with other Reliant Staff | Yes, meals for those participating fully in the conference are reimbursable. We understand that there will be one evening available for a nicer dinner near the attractions here in town. The maximum allowable expense for that meal is $50 for adults and $25 for children. Also, please remember that alcohol is not reimbursable.
| Meals while on vacation in Orlando before or after the conference. Meals for spouses or children not participating in the conference. | "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. We prefer that you use one of the suggested hotels which have suites available to accommodate families. If you need to find housing at another location, the maximum reimbursable amount for a room is $200 per night. Please be sure to include your receipt on your reimbursement form. | An extra hotel room for children.. Lodging in Orlando while on vacation before or after the conference. | "Lodging during the Collegiate Staff Conference" | ||||||||
| 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. Rental car expense while on vacation in Orlando. | "Airfare for myself from Detroit, MI to Orlando, FL for the Collegiate Staff Conference." | ||||||||
| 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. Lodging expenses during a drive to the conference would also be reimbursable, up to one hotel room a night. | Not reimbursable if your mileage is less than 100 miles one-way.An extra hotel room for children while travelling to and from Orlando. Any mileage on your personal car while on vacation in Orlando. | "Drive "Traveled a total of 426 miles round trip 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 to Reliant and children while travelling to and from the conference whether or not they are conference participants. Meals while on vacation in Orlando before or after the conference. | "Meal for myself while travelling to Orlando, FL Conference Center in Michigan, for the Collegiate Staff Conference." | Typical Expense: | Is it Reimbursable? | Not Reimbursable: | Example Ministry Purpose
