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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
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"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.
