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Expense Reimbursement

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Expense Reimbursement. Gary Blauth ADS [email protected]. 1. NJ 2011 Coordinators’ Meeting. What’s New in Volunteer Portal for 2012. Automated Counselor Flat Rate submission. Automated Mileage Reimbursement for I-Counseling T-Training B-Coordinating. - PowerPoint PPT Presentation
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Expense Reimbursement Gary Blauth ADS [email protected] 1 1 NJ 2011 Coordinators’ Meeting
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Page 1: Expense Reimbursement

Expense Reimbursement

Gary BlauthADS

[email protected]

11NJ 2011 Coordinators’ Meeting

Page 2: Expense Reimbursement

What’s New in Volunteer Portal for 2012

Automated CounselorFlat Rate submission

22011 Regional Meetings – St Louis

Automated Mileage Reimbursement for

I-CounselingT-TrainingB-Coordinating

Page 3: Expense Reimbursement

2012 Flat Rate Flow through Portal

32011 Regional Meetings – St Louis

2. System sends auto E-mail to Supervisor

1a. Volunteer select Flat Rate in Portal

OR

3. Supervisor submit approved selection in portal

SupervisorCounselor

4. Payment deposited or mailed to Counselor

1a. Volunteer select Flat Rate on printed CFR at site

Page 4: Expense Reimbursement

Automated Flat Rate Reimbursement Benefits• Volunteer Benefits

– All non-leaders can submit their Flat Rate selection via the Portal and also update their mailing address

– Leaders can approve their subordinates’ Flat Rate selection via the Portal

– Leaders can edit mailing address for subordinates– Faster Payment (Earlier submission/processing suggested: 4/1/12)

42011 Regional Meetings – St Louis

Page 5: Expense Reimbursement

2012 Mileage Reimbursement through Portal

52011 Regional Meetings – St Louis

2. System sends auto E-mail to Supervisor

4. System sends auto e-mail for approval or rejection (resubmission needed)

1. Volunteer enter detail on Mileage & Submit

3. Supervisor review and approve or reject w comments

LC

Counselor

DC

5. If not responded within 7 days, system automatically escalates to next level up for approval or rejection

6. Payment deposited or mailed to Counselor

Page 6: Expense Reimbursement

Automated Mileage Reimbursement Benefits• Volunteer Benefits

– All volunteers can submit their mileage * reimbursement request via the Portal for expenses for I-Counseling, T-Training and B-Coordinating

– Easily keep track of dates, miles and hours served – Increased accuracy of calculations– Reduces the supervisor’s approval, submission and payment cycle

time from weeks to days– No lost mail

* Mileage reimbursement only. No parking, tolls or other ground transportation may be included. (Paper forms continue to be accepted)

62011 Regional Meetings – St Louis

Page 7: Expense Reimbursement

Direct Deposit for The Fastest Payment Payment made within 7 days

after receipt of reimbursement approval

No lost mail or wrong address issues

Form available on the Extranet under Forms

Submit the completed form with a voided check to Accounts Payable prior to March 1st, 2012

72011 Regional Meetings – St Louis

Page 8: Expense Reimbursement

Training & Support• Leaders

– Training material will be posted on Extranet in December– Live Webinar will be held in January– Recorded Webinar and PDF will be on Extranet– Link to Online FAQ

• Non-Leaders– Training material will be posted on Extranet in December– Recorded Webinar and PDF file will be on the Extranet– Link to Online FAQ

• Support will be provided through [email protected]

82011 Regional Meetings – St Louis

Page 9: Expense Reimbursement

ACTIVITY CODES The Easy Ones• Counselors, EROs, Client Facilitators, Shift Coordinators

F = Flat rate $35T = Itemized for trainingI = Itemized for counseling

• LeadersC = Flat rate $50

• I & T categories – Transportation only Mileage – round trip, activity and location, each date listed separately.Parking and tolls – receipts required

Page 10: Expense Reimbursement

ACTIVITY CODESFOR LEADERS – 1 • A = Phone, copy, postage– Receipts required • Exception – copies made on personal equipment =< 2¢

each

– Phone bill with Tax Aide calls marked• If using phone card, log showing date, person called,

etc., required• No cell phone excess use charges

– No mailing of IRS forms to/for taxpayers– No handouts for Instructors

Page 11: Expense Reimbursement

ACTIVITY CODESFOR LEADERS - 2• B – Coordinating– Transportation for – site selection, site management, site

visits, training class visits, equipment movement, etc.– = Mileage + parking and tolls (for which receipts are

required)

Page 12: Expense Reimbursement

ACTIVITY CODESFOR LEADERS - 3• P – Publicity– Booth/exhibit expense not to exceed $25– No paid advertising– Receipts required

Page 13: Expense Reimbursement

ACTIVITY CODESFOR LEADERS - 4

• R – Computer Repair/Maintenance– Repairs must be “reasonable”

• National Office may repair/replace; contact TCS• Printer cartridge supplier may repair/replace; TCS

– Includes memory upgrades, network cards, etc.– <$25 per item, no prior approval required– =>$25 per item, prior approval of TCS or SC required– >$200 per item, prior approval of National Office

required– Receipts required

Page 14: Expense Reimbursement

ACTIVITY CODESFOR LEADERS - 5• S – E-file Supplies– Expendables – No dollar limit – Bulk purchase OK

• Paper, toner – if not available on National contract• Floppies, CDs, cables

– Non-Expendables - $25 rule applies• Switches, flash drives

– Phone, copy, postage if directly related to e-filing– Receipts required

Page 15: Expense Reimbursement

ACTIVITY CODESFOR LEADERS - 6• Z – Supplies– Normal office supplies– Does not include equipment – staplers, staple

removers, pencil sharpeners, etc.– Receipts required

Page 16: Expense Reimbursement

ACTIVITY CODESFOR LEADERS - 7• T – Instructing– Counselor training • Admin training for Client Facilitators

– Transportation – Refreshment allowance• $1.50 per counselor trained per season• Must show number trained on expense statement• Receipts required

Page 17: Expense Reimbursement

ACTIVITY CODESFOR LEADERS - 8• W - State led Instructor Workshops,

Train the Trainer Meetings

• Use “T” for district & local training meetings – for both trainer and trainees

Page 18: Expense Reimbursement

ACTIVITY CODESFOR LEADERS - 9• K – District Meeting • L – National Meeting• M – State Meeting• N – Regional Meeting

Page 19: Expense Reimbursement

RECEIPTS

• Itemized receipt required for all expenses except mileage

• Receipts ($75 & over) must be taped to blank sheet of paper (8-1/2 x 11)

• All other receipts (under $75) can be sent loose, paper-clipped or stapled to the expense report, or taped to a separate sheet of paper

• Credit card charge slip is generally not acceptable• Meal charge on hotel bill is generally not acceptable

Page 20: Expense Reimbursement

SPECIAL RULES• Any "I" Expense Statement that exceeds $400 for the

entire season will be rejected– Exceptions for special circumstances must be pre-

approved by the District Coordinator and the State Management Team• Submit email to Gary with explanation and maximum amount

– A copy of the pre-Approval by the SMT must be attached to the Volunteer's Expense Statement when submitted for payment

Page 21: Expense Reimbursement

SPECIAL RULES

• “S” expenses do not include training for e-filing• No reimbursement for – – State/local tax assistance only– Mileage to/from end-of-season recognition

functions– Other than nominal food for end-of-season

functions– Post season assistance by Counselors

Page 22: Expense Reimbursement

NOT REIMBURSABLE RULES

• Equipment rental or purchase• Site charges of any kind• Personal stationery or cards• Secretarial services; PO box rental• Alcoholic beverages, entertainment, flowers, greeting

cards, personal phone• Any spousal expenses• See list in Policy Manual

Page 23: Expense Reimbursement

SUBMISSION TIMING

• Counseling (“I”) expenses only reimbursed from 15 April to 30 June. Applies to leaders too!

• Counselor training (“T”) from 1 October and tax assistance from January to 20 April. Applies to leaders too!

• Client Facilitation from January to 20 April– Admin training OK

Page 24: Expense Reimbursement

SUBMISSION METHODS

• Specialists and DC– Submit to Don Spano (RC) by paper or email• Copies of receipts may be attached to email

• All others– Submit to supervisor by paper with original

receipts. Supervisor approves and mails to AARP– I, T, B mileage expenses only, may submit thru

Portal

• Direct deposit is encouraged

Page 25: Expense Reimbursement

SUBMISSION TIMING

• Leaders can submit statements anytime. Quarterly strongly recommended

• Submit statements on/before 30 September – end of AARP fiscal year

Page 26: Expense Reimbursement

ELECTRONIC BASED FORMS

• Improve accuracy– Math, activity coding and legibility

• Forms on Extranet• Paper vs. electronic submission

Page 27: Expense Reimbursement

ELECTRONIC BASED FORMS

• Excel Expense Statements– Template for non-leaders has Detail tab only for

itemized “I” and “T” expenses– Template for leaders has tabs for “Travel

Expenses” and “All Other Leader Expenses”– Totals flow to Statement tab

– Works on Open Office too!

Page 28: Expense Reimbursement

FILL IN YELLOW HIGHLIGHTED FIELDS

NON-LEADER STATEMENT HEADING

Page 29: Expense Reimbursement

FILL IN YELLOW HIGHLIGHTED DATE FIELDAMOUNT FIELDS AUTOMATICALLY COMPLETED

NON-LEADER STATEMENT – BODY

Page 30: Expense Reimbursement

LEADER – STATEMENT HEADING

Page 31: Expense Reimbursement
Page 32: Expense Reimbursement

PROBLEM 1

• Anne is the LC of a new site. She needs some supplies and equipment:– A modem for a donated computer $38.25– Cables $24.95– Backup toner cartridge $31.79– Initial supply of paper $16.00– Paper clips, staples, file folders, staplers and staple

removers $27.50

• What activity codes and OK’s are involved?

Page 33: Expense Reimbursement

PROBLEM 2

• George is a DC. He is asked to approve expense statements showing:– Copying of handouts by an LC/Instructor– Purchase of a toner cartridge not available from

National – Mileage to do a state return for a shut-in– Mileage to inspect a prospective new site

• What actions should George take?

Page 34: Expense Reimbursement

Training aids

• Tax-Aide extranet:– www.aarp.org/taxaide– Training tab

Page 35: Expense Reimbursement

Where to find forms

• TaxAide extranet:– www.aarp.org/taxaide– Forms tab• Expense statement

– Paper form – Word or pdf– Leader – Excel– Non-leader – Excel

• Direct deposit forms


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