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									Instructions for Leadership (those holding titles other than Counselor, ERO, Client Facilitator, Shift
           Coordinator/Eligible for non-mileage travel and other expense reimbursement)
                                       EXPENSE STATEMENT


This expense statement should be used by Leadership positions eligible for mileage/transportation along
with other travel and expense reimbursement, and must not be used by Counselor, ERO, Client Facilitator
or Shift Coordinator positions.

Use this expense statement to record and submit for reimbursement all allowable expenses.


RECEIPTS: ORIGINAL receipts are required for ALL expenses other than mileage. Receipts of $75 or
more must be taped to a blank, letter-sized piece of paper and submitted along with the expense
statement. Receipts of less than $75 must also be submitted along with the expense statement, but are
not required to be taped. Consult with your supervisor if you are unsure of the guidelines for your position.

CERTIFICATION: By signing this expense statement, you are certifying that your expenses claimed are
actual and appropriate for reimbursement. The signature of your supervising Coordinator, as shown on the
roster, is required on this expense statement as approval of your expenses.

DISTRIBUTION: Send 3 signed copies of the "Statement" and 1 copy of the Detail Worksheets to
your supervisor for approval and forwarding.
                                                                  To view worksheets and dropdown menus
                                                                              in a larger font size,
                                                                       go to the "View" menu at the top
                                                                   of your screen, select "Zoom" and then
                                                                         choose a magnification size
                                                                        greater than the 75% default.
WORKSHEET INSTRUCTIONS:

Provide the information for each of the highlighted boxes as follows:
Yellow boxes indicate sections where you type in or write information.
Green boxes indicate sections where you select an answer from the dropdown list.


Statement Worksheet:

Drop Down Menus:
►Select your Mileage Rate. The current maximum allowable rate is $.555 from 7/1/11 through 12/31/12.
You may select an amount less than $.555 by using the arrow key to the right of the green boxes under the
heading marked "Selected Rate." The options are listed in $0.05 increments beginning with "$.00". Your
itemized reimbursement will be calculated based on the rate you select.
►Select your State of jurisdiction (e.g., AL=Alabama)
►Select your Split State Designator of jurisdiction (1 - 6)
►Select your Position based on your primary (highest) title. As a guide, the list is presented from highest
titles to lowest titles. The first title you hold in the list is the one that you should select. Your selection will
result in your position code being automatically populated.
►Select your answer Y=Yes or N=No to the question: "Do you wish to receive a $50 leadership flat rate
reimbursement instead of itemizing?"
►Select your answer Y=Yes or N=No to the question: "Should ALL OF THE EXPENSES reflected in this
statement be charged to your split state's donated funds?"
Instructions for Leadership (those holding titles other than Counselor, ERO, Client Facilitator, Shift
           Coordinator/Eligible for non-mileage travel and other expense reimbursement)
                                       EXPENSE STATEMENT
Instructions for Leadership (those holding titles other than Counselor, ERO, Client Facilitator, Shift
           Coordinator/Eligible for non-mileage travel and other expense reimbursement)
                                       EXPENSE STATEMENT
Detail Worksheets:

Enter expenses, separately by date, on the appropriate activity worksheet. One worksheet titled “Travel
Expenses” is for all travel-related expenses (e.g. parking, tolls, lodging, food, mileage and other non-
mileage transportation costs such as airline, bus, or train tickets). A second worksheet titled “All Other
Leader Expenses” is for all other [non travel] expenses (e.g. e-file supplies, phone, copying, postage,
repairs, publicity, other supplies).

Please note the following requirements and guidelines:
1)   Select the appropriate Activity.
2)   Enter specific date(s) of activity or incurred expense(s).
3)   Identify/describe the Location and/or Activity.
4)   Enter expenses incurred in appropriate columns.
5)   Separate dates/entries should be made if work performed/expense incurred at more than one
6)   Do not enter combined mileage totals representing multiple days or the whole season on one line.
7)   Alcohol is not an allowable, reimbursable expense. Deduct from meal receipts.
8)   Phone/Copy/Postage falls under Activity Code “A” unless directly related to e-filing (Activity Code
9)   Reimbursable supplies use Activity Code “Z” unless directly related to e-filing (Activity Code “S”).



Printing Recommendation: When you have completed all entries in the Travel and/or All Other Expense
Worksheets, please select “Non Blanks” from the drop down/filter box [in the upper right hand corner of
each worksheet and highlighted in orange]. By doing so, only populated rows will display and print, and all
unused rows will be hidden. This will conserve both paper and ink when the worksheets are printed.



REMINDER:

The “W” code is used to identify the costs associated with State led Instructor Workshops/Train the
Trainer Meetings. Use of the “T” code continues to be limited to only Local training sessions.
All attendees [including counselors] of Local training sessions should also use the “T” code. This
includes leaders and non-leaders and for tax training/certification, ERO, CF and/or site policy
training. Expense code “I” will still be used for transportation related to tax assistance or client
facilitation.

DONATED FUNDS: Reimbursement from donated funds or small grants should be submitted separately.
Do not include other expenses, and make sure the correctly answer the “DONATED FUNDS” question on
the statement sheet. This will alert the National Office that the funds used to reimburse you should come
from your split state's donated funds.

NEW THIS YEAR for the Reimbursement rate of 55.5 ¢/mile:
Individual entries on the Statement worksheet may be rounded. The amount to be reimbursed is calculated
from the total mileage reported and is rounded only once.
                                       AARP Tax-Aide Leadership Expense Statement

 1                               Mileage Rates
                                                                                                                               Accounting Subledger Code
      Travel Dates                     Maximum Rate Allowed           Selected Rate

          7/1/2011        12/31/2011       $0.555                     $0.555           Select the dropdown to
                                                                                      the right to identify your
          1/1/2012        12/31/2012       $0.555                     $0.555                          position:
                                                                                                                 State      Split State Designator    Position Code




VOLUNTEER ID#:

NAME
                                                                                                                                     Input Color Guide
ADDRESS                                                                                                             Yellow boxes indicate sections where you type or
                                                                                                                     write the information requested. Supervisor to
                                                                                                                    complete "Supervisor Signature" and "Supervisor
                                                                                                                                    ID" yellow boxes.

CITY                                                                                                                 Green boxes indicate sections where you select
                                                                                                                     from the dropdown list to answer the question
                                                                                                                                         asked.
STATE
                                                                                                                    White boxes are automatically populated based on
ZIP                                                                                                                 your answers in either the yellow or green box as
                                                                                                                                      appropriate.

Mark Here if Seasonal Address:

TELEPHONE


      Please read all information on the "Instruction" tab carefully. Incomplete statements may delay
                                       reimbursements of expenses.
     Question: Do you wish to receive a $50 leadership flat rate reimbursement instead of itemizing?

                     Should ALL OF THE EXPENSES reflected in this statement be charged to your split state's donated funds?

       Grouped Activity Codes                             Explanation                            Mileage Only       Non-Mileage           All Other       Total
                     A                 SEE ATTACHMENT FOR DETAILS                                                                     $          -    $               -
                     P                 SEE ATTACHMENT FOR DETAILS                                                                     $          -    $               -
                     R                 SEE ATTACHMENT FOR DETAILS                                                                     $          -    $               -
                     S                 SEE ATTACHMENT FOR DETAILS                                                                     $          -    $               -
                     Z                 SEE ATTACHMENT FOR DETAILS                                                                     $          -    $               -
                     C                 FLAT RATE -- NO DETAILS NECESSARY




                     E                 SEE ATTACHMENT FOR DETAILS                               $            -      $          -                      $               -
                     G                 SEE ATTACHMENT FOR DETAILS                               $            -      $          -                      $               -
                     B                 SEE ATTACHMENT FOR DETAILS                               $            -      $          -                      $               -
                     I                 SEE ATTACHMENT FOR DETAILS                               $            -      $          -                      $               -
                     K                 SEE ATTACHMENT FOR DETAILS                               $            -      $          -                      $               -
                     L                 SEE ATTACHMENT FOR DETAILS                               $            -      $          -                      $               -
                     M                 SEE ATTACHMENT FOR DETAILS                               $            -      $          -                      $               -
                     N                 SEE ATTACHMENT FOR DETAILS                               $            -      $          -                      $               -
                     T                 SEE ATTACHMENT FOR DETAILS                               $            -      $          -                      $               -
                     W                 SEE ATTACHMENT FOR DETAILS                               $            -      $          -                      $               -
     CERTIFICATION: I certify that this statement and amounts claimed represent necessary                                        Sub-total            $           -
     expenses incurred by me while engaged in AARP TAX-AIDE business. (Your supervising                                        Less Advance
                              Coordinator's approval is required.)                                                                 TOTAL              $           -


Signature                                                                                                                   Date
Supervisor Sig.                                                                                                             Date
Supervisor ID#
            Distribution: Send 3 signed copies of the "Statement" and 1 copy of the Detail Worksheets to your supervisor.
                                                              Page 4 of 10

      NH/HA-1338(1109)*E234                          AARP Tax-Aide is a program of the AARP Foundation, offered in conjunction with the IRS.
           AARP Tax-Aide Leadership Expense Statement: Travel Expenses - 6/6/2012

           Volunteer:             0                                                0
           Reminders:             ► If Counseling expenses exceed your split state's limit, be sure to attach a copy of the pre-approval from your SC.

                                  ► Counseling costs should be submitted to the National Office for Processing between 4/16 and 6/30
              You have not selected to receive a Flat Rate Reimbursement of $50. Please fill out the detailed sections as applicable in this workbook to identify the
                                                             expenses for which you are requesting reimbursement.

                                                                                                                                   Parking, Tolls, &   Total Non-
           Activity   2011/2012                                                  Round Trip
Activity    Code        Date
                                            Activity & Location                    Miles
                                                                                              Rate    Mileage $   Food   Lodging        Other           Mileage     Total Travel
                                                                                                                                    Transportation       Travel



                                                                                              0.000   $       -                                        $        -
                                                                                              0.000   $       -                                        $        -
                                                                                              0.000   $       -                                        $        -
                                                                                              0.000   $       -                                        $        -
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                                                                                              0.000   $       -                                        $        -
                                                                                              0.000   $       -                                        $        -
                                                                                              0.000   $       -                                        $        -
                                                                                              0.000   $       -                                        $        -

                                                                  Page 5 of 10
AARP Tax-Aide Leadership Expense Statement: Travel Expenses - 6/6/2012

                                               0.000   $   -             $   -
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                                Page 6 of 10
AARP Tax-Aide Leadership Expense Statement: Travel Expenses - 6/6/2012

                                               0.000   $   -             $   -
                                               0.000   $   -             $   -




                                Page 7 of 10
           AARP Tax-Aide Leadership Expense Statement: All Other Expenses - 6/6/2012

                  Volunteer:              0                                                         0
                  Reminders:              ► If Counseling expenses exceed your split state's limit, be sure to attach a copy of the pre-approval from your SC.

                                          ► Counseling costs should be submitted to the National Office for Processing between 4/16 and 6/30

                  You have not selected to receive a Flat Rate Reimbursement of $50. Please fill out the detailed sections as applicable in this workbook
                                                  to identify the expenses for which you are requesting reimbursement.

                   Activity   2011/2012                                                                                           Supplies/
Activity            Code        Date
                                                       Activity & Location                 Phone         Copy        Postage
                                                                                                                                   Other
                                                                                                                                                  Total




                                                              Page 8 of 10
           AARP Tax-Aide Leadership Expense Statement: All Other Expenses - 6/6/2012

                  Volunteer:              0                                                         0
                  Reminders:              ► If Counseling expenses exceed your split state's limit, be sure to attach a copy of the pre-approval from your SC.

                                          ► Counseling costs should be submitted to the National Office for Processing between 4/16 and 6/30

                  You have not selected to receive a Flat Rate Reimbursement of $50. Please fill out the detailed sections as applicable in this workbook
                                                  to identify the expenses for which you are requesting reimbursement.

                   Activity   2011/2012                                                                                           Supplies/
Activity            Code        Date
                                                       Activity & Location                 Phone         Copy        Postage
                                                                                                                                   Other
                                                                                                                                                  Total




                                                              Page 9 of 10
           AARP Tax-Aide Leadership Expense Statement: All Other Expenses - 6/6/2012

                  Volunteer:              0                                                         0
                  Reminders:              ► If Counseling expenses exceed your split state's limit, be sure to attach a copy of the pre-approval from your SC.

                                          ► Counseling costs should be submitted to the National Office for Processing between 4/16 and 6/30

                  You have not selected to receive a Flat Rate Reimbursement of $50. Please fill out the detailed sections as applicable in this workbook
                                                  to identify the expenses for which you are requesting reimbursement.

                   Activity   2011/2012                                                                                           Supplies/
Activity            Code        Date
                                                       Activity & Location                 Phone         Copy        Postage
                                                                                                                                   Other
                                                                                                                                                  Total




                                                             Page 10 of 10

								
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