Heartland Baptist Missions

Expense Report

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Dear HBM Missionaries,

The purpose of this form is to record and document your expenses. The information submitted will be used to calculate the net income received and reported on your 1099 NEC to the IRS. (Total Income - Work Fund Expenses = Net Taxable Income).

Page 1. MINISTRY RELATED EXPENSES

Page 2. VEHICLE EXPENSES

Page 3. HOUSING EXPENSES (not deducted from your 1099NEC from HBM)

Page 4. MINISTRY RELATED TRAVEL

Page 5. PERSONAL EXPENSES (not deducted from your 1099NEC from HBM)

Page 6. NON RECEIPTED INCOME (income added to your 1099NEC from HBM)

You must maintain all supporting documentation and receipts. In the event of an audit, we will ask you to send your records to us. DO NOT SEND THEM WITH THIS EXPENSE REPORT. This report is to include all expenses paid and income not receipted by the home office.

Regular Quarterly Expense Reports MUST be received by the 15th of the month following the end of the quarter (i.e., April, July, October, and January) with all dollar amounts in US currency. SEE DETAILED INSTRUCTIONS ON EACH PAGE FOR HELP!

Name(Required)

Email(Required)

Purpose of Expense Report(Required)

Report use of Funds Requested.

Regular Quarterly Expense Report.

Request for Reimbursement.

1.Report Use of Funds Requested. If you requested the funds in advance, please use the Report Use of Funds Requested. 2.Request for Reimbursement If you spend the money first, then use the Request for Reimbursement, We will send you the money and record the expense 3.Quarterly Expense Report If you spend money that is not requested, we automatically send it (bimonthly). Please use the Quarterly Expense Report

Date of request for funds.(Required)

1. MINISTRY RELATED EXPENSES

MR01 Category

Expenses incurred in the purchasing or printing of items such as Bibles, hymnals, prayer cards, bulletins, tracts, advertisements, etc. It will also include the reproduction of any supplies or forms you legally reproduce.

MR01 Expense

MR02 Category

These expenses are related to building a church or related ministry. They would include the rent paid for a building, utilities, maintenance/cleaning, etc.

MR02 Expense

MR03 Category

These expenses should also include the purchase of any equipment (chairs, benches, pulpits, musical instruments, etc.

MR03 Expense

MR04 Category

This category includes the purchase and maintenance/cleaning, of vehicles, parking fees, and public transportation for ministry-related trips.

MR04 Expense

MR05 Category

This includes purchasing or repairing office items. Expenses could include computers, desks and chairs, file cabinets, copiers and supplies, etc.

MR05 Expense

MR06 Category

Report daily Per-Diem. For more information visit this LINK

MR06 Expense

MR07 Category

Report any business-type expense here that is related to your ministry which is not detailed above. Any amount included on the line must be detailed by replacing Miscellaneous with the reason for the expense.

MR07 Expense

Total Ministry Expenses

1. Total Ministry Expenses

2. VEHICLE EXPENSES

The Internal Revenue allows vehicle expenses on an actual or a per mileage basis. If you choose the actual mileage basis, only those miles driven for ministry-related trips may be counted. However, your total miles driven for the current tax year must also be reported. If you choose the actual vehicle expense method, all expenses must be reported, as well as your total and ministry-related mileage. Please ensure that each of these entries is placed on the appropriate line of this form. Once you have decided on which mileage reporting method you are going to use, you must continue using that method for the entire life of the vehicle.

Vehicle Expenses

Use Mileage

Actual Expenses

Note: The Internal Revenue allows vehicle expenses on an actual or a per mileage basis. If you choose the actual mileage basis, only those miles driven for ministry-related trips may be counted. However, your total miles driven for the current tax year must also be reported. Please check the IRS website for the current mileage allowance for vehicles

Use this LINK to find current per-mile rate.

Ministry Miles Driven

Please enter a number from 1 to 200000.

Your Miles MUST be supported by a log of Start Mileage End Mileage and Reason for the trip.

Per-Mileage-Rate

Please enter a number from 0.5 to 1.

Please check the IRS website for the current mileage allowance for vehicles

2.1 Total Vehicle Expense Using Mileage

Note: If you choose the actual vehicle expense method, you must report all expenses and your total and ministry-related mileage. Please ensure that each of these entries is placed on the appropriate line of this form. Once you have decided on which mileage reporting method to use, you must continue using that method for the entire life of the vehicle.

Ministry Miles Driven

Please enter a number from 1 to 200000.

VE01 Category

VE01 Expense

VE02 Category

VE02 Expense

VE03 Category

VE03 Expense

VE04 Category

VE04 Expense

VE05 Category

VE05 Expense

2.2 Total Actual Vehicle Category

2.2 Total Actual Vehicle Expenses

3. HOUSING EXPENSES

The foreign housing exclusion and deduction allow taxpayers who live and work in a foreign country to exclude any amount that HBM allocates to them to cover housing costs. You can claim an exclusion from gross income for your foreign housing amount if your tax home is in a foreign country and you qualify under either the bona fide residence test or the physical presence test. This does not keep you from paying Social Security Taxes, therefore it will not be deducted from the amount reported to the IRS on your 1099NEC from HBM.
--- Read More on the IRS website ---

HE01 Category

HE01 Expense

HE02 Category

HE02 Expense

HE03 Category

HE03 Expense

HE04 Category

HE04 Expense

HE05 Category

HE05 Expense

HE06 Category

HE06 Expense

HE07 Category

HE07 Expense

Total Ministry Expenses

3. Total Housing Expenses

4. MINISTRY RELATED TRAVEL

For tax purposes the IRS allows us to deduct ministry travel Missionaries may deduct the actual expenses you pay for your lodging, meals, and incidentals (tips, etc.). As with entertainment expenses the actual travel expenses must be justified by the 5 W’s (Who, What, Where, When, & Why). In this section only report the expenses one of the two ways, either the per diem method or actual expense method.

MI01 Category

MT01 Expense

MI02 Category

MT02 Expense

MI03 Category

MT03 Expense

MI04 Category

MT04 Expense

Total Ministry Related Travel Expenses

4. Total Ministry Travel Expenses

5. PERSONAL EXPENSES

Personal deductions reduce the amount of your taxable income in one of two ways. You can use the standard deduction (a flat amount) or you can itemize your personal deductions. Use this link to calculate your standard deduction. If your itemized deductions exceed the amount of your standard deduction (i.e., $27,700/married couple for 2023), complete the section below. You cannot use both.
--- Read More on the IRS website ---

Select the Type Personal Deduction that you will use.

Standard Deduction

Itemized Personal Deductions

PE01 Category

PE01 Expense

PE02 Category

PE02 Expense

PE03 Category

PE03 Expense

PE04 Category

PE04 Expense

PE05 Category

PE05 Expense

PE06 Category

PE06 Expense

Total Personal Expenses

5. Total Personal Expenses

6. NON RECEIPTED INCOME
In this section, please report all honorarium income received directly for speaking or preaching. An honorarium is a voluntary payment given to a person for services where fees are not legally or traditionally required. It’s often used to cover costs for volunteers or guest speakers, such as travel expenses. However, here’s the important part: an honorarium is considered taxable income by the Internal Revenue Service (IRS). Organizations paying honoraria typically report them to both the speaker and the IRS on a 1099-MISC form if the compensation is $600 or more in one calendar year. Even if a speaker doesn’t receive Form 1099, they still must report the honorarium as income. So, if you’ve received an honorarium, make sure to include it below.
Link to:What is an honorarium
Link to What the IRS says about other income

If you receive a gift or love offering, IRS What is a gift it is not reportable unless the giver is deducting the gifts or love offerings from their taxes; therefore, it must be reported.

On the second line, you should report any amounts receipted and/or accounted for as expense reimbursement. If you use the per diem method for your travel expenses, you should include motels, food, etc., provided for you while out of town. /style>
OI01 Category
OI01 Income
OI02 Category
OI02 Income
OI03 Category
OI03 Income
OI04 Category
OI04 Income
Total Non-Receipted Income
6. Total Non Receipted Income

Expense Report Summary
Summary Total Ministry Expenses
T1. Total Ministry Expenses Summary
Summary Vehicle Expense using per-mile
T21. Total Vehicle Expense Using Mileage
Summary Actual Vehicle Expense
T22. Total Actual Vehicle Expenses
Housing Expenses (Not added to total Expenses)
T3. Total Housing Expenses
Summary Total Ministry Travel Expenses
T4. Total Ministry Travel Expenses
Summary Total Personal Expenses
T5. Total Personal Expenses
Summary Total Non-Receipted Income
T6. Total Non Receipted Income
Unused Work fund section
In this section, please report all work fund monies not used that has been requested. By returning it to HBM you will not be taxed on that amount. We will create a ledger entry at the end of December returning the funds and then in January we will create another ledger enter returning the funds to you.
Work Fund Carried Forward to next Year

Yes

No
Any unused work fund monies not expensed out is carried forward into the next financial year.
Amount Carried Forward
Enter the amount to be carried forward into the next financial year.
The total below is ministry expenses only and does NOT include housing and personal expenses.
HBM"s Accountable Plan
Grand Total
T9. Grand Total
Comments, Suggestions or Questions
Agree, Sign and Submit
I hereby certify that the above reported amounts and computations are true and accurate, and that they represent bonafide expenses and distributions used for the furtherance of my ministry. I further certify that all non-receipted income received has been reported appropriately on the income section of this report.
Signature(Required)
Date
Month
Day
Year

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