Below are common expenses Reliant missionaries incur as a result of travelling to the annual Collegiate Staff Conference (typically held in April).
Please feel free to use the below table when submitting for reimbursement.
| Expense | Reimbursable | Not Reimbursable | Example Ministry Purpose |
|---|---|---|---|
| Conference payment ($165 per person) | Yes, for Reliant Missionaries and Associates. The conference payment would be Taxable for spouses not associated with Reliant. | "Conference payment to attend Collegiate's annual staff conference, which is required for my role." | |
| Dinner meal expense on arrival day (April 11th) | 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. 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 Annual Collegiate Invitational Golf Tournament (cost around $15 to $20, which includes golf cart and green fees) | Yes, ok to reimburse in Meals. 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 expense not associated with Reliant would be Taxable. | |
Transportation from the Detroit Metro Airport (DTW) to FaHoLo (taxi, rental car and fuel, etc.) (It's about an hour from airport to retreat center.) | Yes, shuttle expense can be reimbursed. Rental car can be reimbursed. | ||
| Mileage from your home to FaHoLo, if you are driving your own personal vehicle | Yes, if the mileage is over 100 miles one-way. | If your mileage is less than 100 miles one-way. (Ann Arbor is only 27 miles one-way; Detroit 67 miles one-way) | |
| Bus fare as transportation, paid to your church | Yes, please get a valid receipt if fare is over $75 per person |