Instruction - AARP

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Instruction - AARP Powered By Docstoc
					 INSTRUCTIONS FOR WORKSHEETS
                                                         AARP TAX-AIDE
                                                                     Expense Statement Instructions
Provide the information for each of the shaded      This statement is used to record all reimbursable activities or expenses. Reimbursement can be
cells on the "Statement" worksheet.                 claimed for expenses incurred only during the current fiscal year (October 1 - September 30).


Enter transportation expense on the Itemized        VOLUNTEER ID#: Enter your volunteer ID# where indicated. Enter name, address and
Mileage (I) Log. Non-leaders may not charge         telephone number if you do not have a label. If your address is a seasonal address, please check
any other expenses.                                 appropriate box.

Insert activity details only in empty white cells   ACCOUNTING SUBLEDGER CODE: In separate boxes as noted enter:
and only on the "Log" tab to the right of the                                                                     • Your state of jurisdiction (i.e.
"Statement" worksheet. All other cells are          AL-Alabama) or special codes for Regional Coordinators and National Advisors.
"locked" to prevent inadvertent changes. Enter                                                               • Split-State Designator (for CA, FL,
dates as MM/DD/YY                                   IL, MN, NY, OH, PA, TX as assigned; in all other states use "1").

                                                    POSITION CODE:
                                                    • Your volunteer POSITION code based on your primary (highest) title (i.e., 0 = Counselor,
                                                    1=Local Coordinator) located below the box. Coordinators or Tech Coordinators who also
                                                    instruct will use the code for those combinations of positions.

Print 3 copies of "Statement" worksheet and 1
copy of each applicable tabbed worksheet for        ACTIVITY CODE: Enter an activity code in column 1 for each group of subtotaled activities.
your expense statement report. Sign the
Statement copies, attach receipts to the top copy   EXPENSES: (Receipts are required; staple them to back of the form on the top half of the paper.)
and send to your supervisor for approval and                                                                                                     • Enter
forwarding.                                         activity code on 1st line fro each activity, followed by all items pertaining to this activity.
                                                                                                                                     • Enter specific
                                                    date(s) of activity or incurred expenses.                                               • Indicate
                                                    location and brief description of activity and any mileage incurred.                          •
                                                    Multiply number of miles driven by current mileage reimbursement rate for that date of travel and
                                                    enter dollar amount under transportation costs.
                                                    NOTE: You must separate dates, and locations (if you worked at more than one location) on this
                                                    expense form for repetitive type activities such as Counseling and Coordinating. Do not enter
                                                    combined mileage totals representing the whole season without supplying details. Example of
                                                    correct mileage documentation:
                                                    Activity                        Activity & Location                     (including       Transpor-
                                                    Code            Date            miles driven)                                            tation Cost
                                                                                    Tax assistance, Anytown Library, 10 miles round trip
                                                                                                                                      1 x 10
Mileage rates can be updated by editing cells D3
                                                            I              2/5      = 10 miles (@44.5 cents)                                        $4.45
and D4, and the mileage conversion date can be
                                                                                    Tax assistance, Anytown High school,                  8
updated by editing cell D5 on the Statement
worksheet.                                                                          miles round trip
                                                                                    (Feb 5, 12, 19, 26, Mar 5, 12, 15, 19, April 2, 9)     8
                                                            I           Multiple x 10 = 80 miles (@44.5 cents)                                     $35.60
ORIGINAL DESIGN -COREEN METT, TCS VA                                                Total cost                                                     $40.05
                                                    · Enter all other transportation costs (tolls, parking, airfare, etc.).
REVISIONS - ART WELCH, ADS VA                       · Enter meals including tips and lodging where indicated, supported by receipts.
                                                    · Phone, copy, and postage charges, supported by receipts should use Activity Code “A”.
ORIGINAL STATEMENT DESIGN - ROY MILBURN,            · Reimbursable supplies (see Policy Manual/Handbook) supported by receipts should have
FORMER TC FL1                                       Activity Code “Z”.
                                                    · Total your expenses, per line, as indicated.
                                                    · Subtotal each activity entering a dollar amount, with final total on last line.

                                                    · If requesting reimbursement from donated funds or small grants, these reimbursement
                                                    requests should be submitted on a separate expense form from other requests for reimbursement.
                                                    · Do not carry totals to next page. Keep each page separate.



                                                    CERTIFICATION: By signing this expense statement, you are certifying 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.
                                                                          AARP TAX-AIDE EXPENSE STATEMENT
     New Mileage Rate ==>                              0.505
     Old Mileage Rate ==>                              0.485                                                                                  Accounting Subledger Code
Mileage Conversion Date ==>                        1/1/2008                 VERSION 2                                         State/ Region
                                                                                                                                                      Split State
                                                                                                                                                      Designator
                                                                                                                                                                                            Position Code


VOLUNTEER ID#:
                                                                                                                           (Example: AL…WY )         For CA, FL, IL, Counselor/ERO                          =0
                                                                                                                                                      MN, NY, OH,
                                                                                                                                                       PA, TX; all   Local Coordinator                      =1
                                                                                                                                                    other states use
                                                                                                                                                                     District Coordinator                   =2
                                                                                                                                                           "1"
                                                                                                                                                                     Instructor-Only                        =3
NAME                                                                                                         TELE                                                    Local Coord & Instructor               =4
                                                                                                                   CHECK HERE IF       SEASONAL                      District Coord & Instructor            =5
ADDRESS                                                                                                                                 ADDRESS:                     National Advisor                       =6
                                                                                                                                                                     State Coordinator                      =7
CITY                                                                        STATE                            ZIP                                                     Communications Coordinator             =8
                                                                                                                                                                     Regional Coordinator                   =9
GROUPED ACTIVITY CODES:                                                                                                                                              Administration Specialist              =A
   Counselor Activities                  Meetings & Training                Electronic Services              Other Leadership Activities                             Partner & Comm. Specialist             =B
   Flat Rate               =F            National                    =L     E-File Supplies          =S      LEADERSHIP ACTIVITIES                                   Technology Specialist                  =C
   (Flat Rate to be used by              Regional                    =N     (consumables)                    Phone/Copy/Postage        =A                            Training Specialist                    =D
   Counselors, Client Facilitators
                                         State                       =M     Computer Purchase         =S     Publicity                 =P                            Technology Coordinator                 =E
   Only)
                                         District                    =K     Computer Repair/          =R     Coordinating              =B                            Prospective Volunteer Coord            =F
     Itemized                =I          Instructor Workshop         =T     Maintenance                      Leadership Flat Rate      =C                            Client Facilitator (CF)                =G
                                         Instructing                 =T     (inc parts, labor, and memory)   Supplies                  =Z                            Tech Coord & Instructor                =H
     (Counselors & Client Facilitators   Nat'l Training Comm.        =E                                      (other than computer consumables)
     attending training must use "I")    Nat'l Technology Comm       =G                                      Tax Assistance            =I

    Please read instructions carefully before filling out this form. Failure to fill out expense forms completely may delay reimbursements of expenses.
                                                                                                                                         Phone/
                                                                                                                                          Copy/
  Grouped         Exact                                                                                Transpor-                        Postage                                                                One
  Activity         Date of        Activity & Location                                                    tation                            or        Line                                                    Subtotal
    Codes          Activity                           (including miles driven)                           Costs      Food       Lodging   Supplies       Total                                               Per Activity
         I                               SEE ATTACHMENT FOR DETAILS                                                           0.00                                                                  0.00          0.00




                                                                                                             Sub-total                                                                      $                     -
CERTIFICATION: I certify that this statement and amounts claimed represent necessary expenses incurred by me Less
while engaged in AARP TAX-AIDE business. (Your supervising Coordinator's approval is required.)              Advance                                                                        $                     -
                                                                                                                                                                      TOTAL                 $                     -


Signature                                                                                                                                                  Date
Supervisor
Signature                                                                                                                                                  Date
Supervisor
    ID#
Distribution: Three copies to supervising Coordinator who forwards two copies to National Office
     NH/HA-1338(607)*E234                                        AARP Tax-Aide is a program of the AARP Foundation, offered in conjunction with the IRS.
0                                                0                           Rate -- O=Old Year N=New Year             1/0/1900




                                                                                        Rate
Activity                                                                   Round Trip                      Parking &    Total
                Date                     Activity & Location                                   Mileage $
 Code                                                                        Miles                           Tolls     Transptn
    I                                                                                   O              -                          -
    I                                                                                   O              -                          -
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    I                                                                                   O              -                          -
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    I                                                                                   O              -                          -


"I" ACTIVITY TOTAL (MILEAGE FOR COUNSELING ACTIVITIES)
                                                                                                                              -
<Submit only between 4/15 and 6/30>

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

				
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