This page outlines what Acts2 Teams and Team Members can reimburse through Reliant. Because Acts2 Employees are fully-funded by their partner ministry, there may be additional guidelines regarding reimbursements than are described on Solomon or the Reliant reimbursement form.

Parameters for Reimbursement

Team Leaders & Team Treasurer May Reimburse

Ministry Expenses - Anything over $300 needs to be approved by the FM Director.

    1. Resources (books/curriculum)
    2. Printing (fliers, discipleship materials, etc)
    3. Office Supplies/Equipment (purchased or rented)
    4. Venue Fees (if renting a space, equipment, chairs, etc.)
    5. Activities/Retreats (may include transportation - if outside your city, lodging, event fees)

*Community meals which are shared among team members is not considered a ministry expense and should come from personal funds. Meals with a specific ministry purpose (ex: an outreach event or meeting with a non-Reliant employee that you are discipling) can be reimbursed.

Team Members May Reimburse

  1. Visa-Related Costs
    1. Application Fees (documentation, processing fees, etc)
    2. Visa Runs (When you need to exit the country to renew visa or re-stamp your passport) 
  1. Airfare
  2. Lodging

*For visa runs, you may reimburse what is minimally required for renewing the visa. Any expenses related to time off or vacation during a visa run would come from personal funds. 

  1. Language Acquisition
    1. Tuition to a language school or university
    2. Tutoring from an individual or language helper
    3. Translator Fees

Timing

  1. Submit one reimbursement form per month.
  2. Spouses should submit one combined form per month.
  3. Pay Schedule
    1. Ex. A purchase on August 1 that is submitted by August 15 will not be paid on August 31. It would be paid on September 20th or 30th.
    2. There is no advantage to submitting multiple reimbursements throughout the month. Wait until the end of the month and submit them in one form.
    1. Reimbursements submitted by the 15th will be paid on the last business day of the month.
    2. Reimbursements submitted after the 15th, will be paid on the 20th of the next month.
    3. Reimbursements are not paid in the same month you made the purchase.
  4. Expenses must be submitted within 2 months of the month of purchase.
    1. Ex. A purchase on August 15 must be submitted by the end of October.
  5. Reimbursement status can be tracked on Toolbox.
    1. If there is a delay in payment, check your original form to make sure you have responded to any requests for changes.
    2. If your submission has gone past one month without payment, please reach out to reimbursements@reliant.org


Process


Begin a new form -  Project Fund Expense Submission Form.

  1. You must be logged into your Reliant Google account.
  2. Never make a copy of an old form.
  3. One form per individual or couple, per month.
  1. Enter your information in the General Info Section
    1. Project Fund Number : On the FM26-27 Acts2 Onboarding Checklist - Google Sheets
    2. MTD Fund Number: On the FM26-27 Acts2 Onboarding Checklist - Google Sheets
    3. Classification: Employee
    4. Staff Level: International Worker
    5. Program Team: International

Note: Non-employee reimbursements are submitted by Team Leader or Treasurer.

Upload Receipts

    1. Required for expenses greater than $75
    2. Team Folder > Reimbursements > Your Name > Month Folder
    3. Add the link to the “Month Folder” to line 26 on the form.
    4. Handwritten receipts are okay. Include the following:
      1. Name of employee
      2. What was purchased
      3. Total amount paid
      4. Date
      5. Type of payment (check #, cash, etc)
      6. Name of the store (or individual) who received the money

Add Your Expenses

    1. See the Expense Categories on page 3 to easily find the right section
    2. Expenses for children should be entered on the Personal Project Expenses Tab
    3. Expenses should be entered in the currency that is on the receipt.
    4. For expenses without a receipt (under $75), you may choose USD or local currency.
    5. When adding meal expenses, please include the name of the restaurant or store in the description.

Submit your Reimbursement

    1. In any cell, add a comment that says “Submit”.
    2. Your form is already shared with Reimbursements. When they see the comment, they will know it is ready to be processed.
    3. Check your Reliant email regularly. This is where you will be contacted if there is a question about the form.
    4. Check the “status” bar for updates on your submission.
    5. Reach out to acts2@reliant.org with any questions.

Receiving your Reimbursement

    1. Reimbursements are paid on the 20th and last day of the month.
    2. Reimbursements are always deposited to your US bank account.
    3. If you need a quicker payment, email acts2@reliant.org
    4. Any taxable portion (ERB) will come on the following paycheck.
    5. You will receive a “paystub” for reimbursement payments in your email, but you will notice there are no taxes taken out.


Expense Categories

This breakdown will show where each item appears on the Reimbursement form. For more information about each type of expense, or any unique requirements for documentation, you can visit - Expense Recovery Standard.

International Worker Expenses

Technology Expenses

Travel & Events

Office Expenses

Other Work Expenses