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.
| 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. | 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 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 |
| 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 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 to Reliant and children while travelling to the conference. Meals while on vacation in Orlando before or after the conference. | "Meal for myself while travelling to Orlando, FL for the Collegiate Staff Conference." |
| Typical Expense: | Is it Reimbursable? | Not Reimbursable: | Example Ministry Purpose |