expense reimbursement gary blauth ads [email protected] 11 nj 2011 coordinators’ meeting
TRANSCRIPT
What’s New in Volunteer Portal for 2012
Automated CounselorFlat Rate submission
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Automated Mileage Reimbursement for
I-CounselingT-TrainingB-Coordinating
2012 Flat Rate Flow through Portal
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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
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)
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2012 Mileage Reimbursement through Portal
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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
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)
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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
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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]
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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
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
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)
ACTIVITY CODESFOR LEADERS - 3• P – Publicity– Booth/exhibit expense not to exceed $25– No paid advertising– Receipts required
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
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
ACTIVITY CODESFOR LEADERS - 6• Z – Supplies– Normal office supplies– Does not include equipment – staplers, staple
removers, pencil sharpeners, etc.– Receipts required
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
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
ACTIVITY CODESFOR LEADERS - 9• K – District Meeting • L – National Meeting• M – State Meeting• N – Regional Meeting
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
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
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
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
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
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
SUBMISSION TIMING
• Leaders can submit statements anytime. Quarterly strongly recommended
• Submit statements on/before 30 September – end of AARP fiscal year
ELECTRONIC BASED FORMS
• Improve accuracy– Math, activity coding and legibility
• Forms on Extranet• Paper vs. electronic submission
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!
FILL IN YELLOW HIGHLIGHTED FIELDS
NON-LEADER STATEMENT HEADING
FILL IN YELLOW HIGHLIGHTED DATE FIELDAMOUNT FIELDS AUTOMATICALLY COMPLETED
NON-LEADER STATEMENT – BODY
LEADER – STATEMENT HEADING
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?
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?
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