expense statements and activity reporting
DESCRIPTION
Module NJ 2.8. Expense Statements and Activity Reporting. Gary Blauth NJ Administration Specialist. Counselor Flat Rate Form. Prepared by National Office mid-March Sent directly to Local Coordinators Volunteers sign/date if accept flat rate ($35) Only allowable change is address - PowerPoint PPT PresentationTRANSCRIPT
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04/21/23 NJ Integrated Training - 2009 Tax Season 1
Expense Statements and Activity Reporting
Gary BlauthNJ Administration Specialist
Module NJ 2.8
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Counselor Flat Rate Form
Prepared by National Office mid-March Sent directly to Local Coordinators Volunteers sign/date if accept flat rate
($35) Only allowable change is address No additions, no deletions – just don’t sign
LC signs/dates, returns by early April Payment made promptly after April 15
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Itemized expenses Counselors, EROs, Client Facilitators, Shift Coordinators
F = Flat rate $35OR T = Itemized for training NEW I = Itemized for counseling
I & T – Transportation only
Mileage – round trip, activity and location, each date listed separately. $0.55 for 2009; $0.50 for 2010
Keep a detailed log if you plan to itemize Parking and tolls – receipts required
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Activity Codes for leaders Leaders
C = Leadership Flat rate $50
OR
T = Itemized for training I = Itemized for counseling Various other codes – see expense form
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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 Coordinator
A copy of the pre-Approval by the SC must be attached to the Volunteer's Expense Statement when submitted for payment
SC must approve the expense statement
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E-file supplies
S = e-file supplies over $25 per item require evidence of pre-approval by
Gary Broughton except as noted below.
Pre-approval is not required for copy paper or printer cartridges (provided cartridges are not included in specific list for which AARP has purchase agreement).
Receipts required
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Other supplies
Z = Supplies Normal office supplies Does not include equipment – staplers, staple
removers, pencil sharpeners, etc. Receipts required
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Submission Timing
“I” expenses only reimbursed from 15 April to 30 June. Applies to leaders too!
Counselor training from 1 October and tax assistance from January to 20 April
Leaders can submit statements anytime. Quarterly strongly recommended.
Submit statements on/before 30 September – end of AARP fiscal year.
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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
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Where to find forms
TaxAide extranet: www.aarp.org/tavolunteers Forms tab
Expense statement Paper form – word or pdf Leader – Excel Non-leader – Excel
Direct deposit forms
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Training aids
TaxAide extranet: www.aarp.org/tavolunteers Training tab “Volunteer Expense Statement Training
Presentation” Narrated presentation for non-leaders
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Activity Reporting
OverviewSite Sign-In Sheet
Web Based ProcessAccuracy Issues
Gary Blauth, NJ ADS
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What is Activity Reporting and Why is it Important? WHAT: A collection of numerical data generated
at the site level detailing the services volunteers deliver to AARP Tax-Aide clients
WHY: The information is used to: Manage program activities Assess and measure services provided Develop forecasts and volumes Determine Volunteer and equipment allocations Support funding activities
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Overview
Site Sign-In Sheet is filled out NJ recording process has been improved
this year
Site Sign-in Sheets are collected and tabulated by the LC
Monthly totals are submitted on-line by the LC, approved by the DC
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Monthly Totals are Submitted
3 Reporting Periods during tax season Monthly: Ending the last calendar day in February,
March, April Counts submitted and approved no later than the 5th
of the following month: March 5, 2010 April 5, 2010 May 5, 2010
4th Reporting Period to cover the summer Submitted by the ADS directly into VMIS Final opportunity to correct any mis-counting
submissions
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How to Submit counts into the Web-enabled system
Collect Site Sign-In Sheets Tabulate totals Log onto the internet Go to the volunteer extranet at
www.aarp.org/tavolunteers
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Submit Activity Reports Here
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00000000
OR
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Accuracy Issues - 1
Examples of under-reportingAARP returns IRS returns
199 42968 38846 256
Are volunteers using the sign-in sheets? Are LCs collecting and reporting the data?
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Accuracy Issues – 2
Examples of over-reportingAARP returns IRS
2,116 1,535524 392375 197
Are Federal returns being counted twice? Are correct SIDNs on the returns?
Paper returns must use overprinted 1040
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Training aids
TaxAide extranet: www.aarp.org/tavolunteers Training tab
“Activity Reporting Reference Sheet” Manuals, Policy & Procedure tab
“Activity Reporting Phase 2 Brainshark” Narrated presentation