Expense Reimbursement

1. Expense Reimbursement Gary Blauth ADS gary.blauth@gmail.com 1 NJ 2011 Coordinators’ Meeting

2. What’s New in Volunteer Portal for 2012 Automated Counselor Flat Rate submission • Automated Mileage Reimbursement for • I-Counseling • T-Training • B-Coordinating 2011 Regional Meetings – St Louis

3. We would appreciate your consideration for forgoing reimbursement this year to help us adjust to an unexpected budget reduction. Thank you. You do not need to continue. If you wish to request a reimbursement and you would consider taking a Flat Rate reimbursement please select Yes. (For Leaders, to take a flat rate reimbursement, select Yes and submit a Flat Rate reimbursement request via paper.) For Leader and Non-Leader mileage reimbursement please select No to continue. 2012 Flat Rate Flow through Portal Supervisor Counselor 3. Supervisor submit approved selection in portal Financial System 2. System sends auto E-mail to Supervisor 1a. Volunteer select Flat Rate in Portal OR 1a. Volunteer select Flat Rate on printed CFR at site 4. Payment deposited or mailed to Counselor 2011 Regional Meetings – St Louis

4. 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) 2011 Regional Meetings – St Louis

5. 2012 Mileage Reimbursement through Portal 3. Supervisor review and approve or reject w comments Counselor Financial System LC 2. System sends auto E-mail to Supervisor 1. Volunteer enter detail on Mileage & Submit 4. System sends auto e-mail for approval or rejection (resubmission needed) 5. If not responded within 7 days, system automatically escalates to next level up for approval or rejection DC 6. Payment deposited or mailed to Counselor 2011 Regional Meetings – St Louis

6. 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) 2011 Regional Meetings – St Louis

7. 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 2011 Regional Meetings – St Louis

8. 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 Tax-Aide-Ops@aarp.org 2011 Regional Meetings – St Louis

9. ACTIVITY CODESThe Easy Ones • Counselors, EROs, Client Facilitators, Shift Coordinators F = Flat rate $35 T = Itemized for training I = Itemized for counseling • Leaders C = Flat rate $50 • I & T categories – Transportation only Mileage – round trip, activity and location, each date listed separately. Parking and tolls – receipts required

10. 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

11. 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)

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

13. 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

14. 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

15. ACTIVITY CODESFOR LEADERS - 6 • Z – Supplies • Normal office supplies • Does not include equipment – staplers, staple removers, pencil sharpeners, etc. • Receipts required

16. 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

17. 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

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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. SUBMISSION TIMING • Leaders can submit statements anytime. Quarterly strongly recommended • Submit statements on/before 30 September – end of AARP fiscal year

26. ELECTRONIC BASED FORMS • Improve accuracy • Math, activity coding and legibility • Forms on Extranet • Paper vs. electronic submission

27. 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!

28. NON-LEADER STATEMENT HEADING FILL IN YELLOW HIGHLIGHTED FIELDS

29. NON-LEADER STATEMENT – BODY FILL IN YELLOW HIGHLIGHTED DATE FIELD AMOUNT FIELDS AUTOMATICALLY COMPLETED

30. LEADER – STATEMENT HEADING

32. 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?

33. 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?

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

35. 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