submitting itemized/flat rate - arizona aarp foundation

SubmittingItemized/Flat Rate

Select “Manage Reimbursements” tab and “+ New Reimbusement”.

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Submitting Reimbursements

Reimbursement Training 2019 15

NEW – Two options:1. Wizard - A guided experience, prompting the user through the steps as each one is completed. 2. Classic Form -Same steps usershave beenfollowing.




Wizard form• Guides the user through the steps

• Mobile Friendly

• Once saved reopens as Classic Form


STEP 1 – Volunteer selects appropriate assignment ID from list displayed.

Wizard Form


STEP 2 – This feature is not used by Tax-Aide. Select “Next”.

Wizard Form


STEP 3 – Select desired “Reimbursement Type” from drop down menu.

Wizard Form – Flat Rate


Wizard Form

Select “Next”.

STEP 3 – Funding code is prefilled. Add optional description.

Wizard Form


Flat Rate

Wizard Form

STEP 4 – If Flat Rate was selected, Line Items is prefilled with $35 forNon-Leadersand $50 forLeaders. Select “Next”to go toStep 5.


Wizard Form

STEP 4 – If Itemized was selected, choose “Add New Line Item”.


Wizard Form

Enter Expense Date


Wizard Form

Choose appropriate “Expense Type” from drop down menu.


Wizard Form

“Expense Type” options:

Non-Leader Leader


Wizard Form

Funding code is pre-filled.

Description is optional.


IMPORTANT NOTE ABOUT FUNDING CODE:• There can be circumstances when you have to change the

automatically populated fund code.• Most common when submitting a reimbursement for “Regional

Funds Volunteer Supplies/Consumables (RFZ)”.• It is important to know what supplies fall under this category.• To change the funding code, click on the “X” and search for your

assignment followed by “Regional Funds” instead of “Federal Grants”.

Wizard Form


Wizard Form

Select mileage rate desired from drop down menu.



Wizard Form

Input number of miles.


Mileage Amount automatically populates.

Wizard Form

IMPORTANT NOTE:

Each day’s mileage MUST be entered as a new “Line Item”.

It is NOT acceptable to report total mileage for the entire season as 1 “Line Item”.


Wizard Form

Choose “Save” from Actions drop down menu.


Success message will appear.

Wizard Form

After a “Line Item” has been saved, the “Actions” drop down menu displays a different set of options.


Now Edit, Delete, or Clone the “Line Item” are available for use.

Wizard Form

Selecting the “Clone” button copies the “Line Item” you just saved.

Edit the “Cloned Line Item” to change the date and mileage amount as appropriate and “Save”.


Wizard Form

Line Items other than mileageenter date, description and amount and save


Wizard Form


After successfully entering all required line items,

selectt to continue to STEP 5 where any required receipts can be attached.

Wizard Form


STEP 5 – To upload any required receipts select “Upload Files” or drag a file into this box.

Select “Next”.

Wizard Form


STEP 6 – Check the box, select “Certify” and “Next”.

STEP 7 – Summary is displayed. Note the Expense Reimbursement number for future reference.

Wizard Form


Select “Save & Submit”.

Option to “Delete” is available.

Wizard Form

After submitting, an option to “Recall” becomes available to allow you to edit the reimbursement, resave, and resubmit.



Classic form• Helpful for users who are comfortable with

current expense form

• Users who submit expenses often may also find the Classic form to be quicker


Classic Form

Window opens showing all Volunteer’s Assignments.


Select the appropriate assignmentFrom the list.

Expense Details, Line Items, Uploaded Files and History are all on one screen


Classic Form

EXPENSE DETAILS - select desired “Reimbursement Type” from drop down menu.


Classic Form

“Funding Code” is prefilled. Add optional description.


Classic Form

LINE ITEMS - If “Flat Rate” was selected, Line Items is prefilled with $35 for Non-Leader and $50 for Leader.


Classic Form


LINE ITEMS – If “Itemized” was selected choose “Add New Line Item”.

Classic Form

Enter Expense Date


Classic Form

Choose appropriate “Expense Type” from Type drop down menu.

Non-Leader Leader


Classic Form

Funding code is prefilled.



Important note about Funding Code:There can be circumstances when you have to change the automatically populated fund code.Most common when submitting a reimbursement for “Regional Funds Volunteer Supplies/Consumables (RFZ)”.It is important to know what supplies fall under this category.To change the funding code, click on the “X” and search for your assignment followed by “Regional Funds” instead of “Federal Grants”.

Classic Form


Classic Form

Select mileage rate desired from drop down menu.



Classic Form

Input number of miles.


Mileage Amount automatically populates.

Classic Form

IMPORTANT ENOUGH TO MENTION AGAIN:

Each day’s mileage MUST be entered as a new “Line Item”.

It is NOT acceptable to report total mileage for the entire season as 1 “Line Item”.


Classic Form

Choose “Save” from Actions drop down menu.


Success message will appear.

Classic Form

After a “Line Item” has been saved, the “Actions” drop down menu displays a different set of options.


Now Edit, Delete, or Clone the “Line Item” are available for use.

Classic Form

Selecting the “Clone” button copies the “Line Item” you just saved.

Edit the “Cloned Line Item” to change the date and mileage amount as appropriate and “Save”.


Classic Form

Line Items other than mileageenter date, description and amount and save


Classic Form

Upload or drag required receipts


Scroll to top of the screen.Note the Expense Reimbursement number for future reference.

Select “Save”.Select “Submit for Approval”.Option to “Delete” is available.

Classic Form


Classic Form


Verify and Submit Reimbursement window opens.

Check the box and select “Certify” to submit.

After submitting, an option to “Recall” becomes available to allow you to edit the reimbursement, resave, and resubmit.

Classic Form


Classic Form


The Approval and Reimbursement History can be viewed at the bottom of the page.

Error Messages

There are numerous Error Messages that may come up while working in your Reimbursement to alert you to problems/concerns. Two examples are shown.


Check Status of Reimbursement

Pre-Approvals Training 2019 67

Questions


Flat Rate Mass Approval

Flat Rate Mass Approval Form

• Volunteer leaders may enter and approve flat-rate reimbursement requests in the Portal using the mass approval form.– Who: Those who hold a supervisory position (LC, DC,

SC, RC)

– Why: Allows volunteer leaders to request flat-rate reimbursements for those volunteers who do not wish to submit their own reimbursements


Flat Rate Mass Approval Form Procedures

Leader opens their Contact Record


Flat Rate Mass Approval Form Procedure

In the Volunteer Assignment List Card select appropriate leadership assignment. You can hover over “Position” to see entire entry or select view all


TA-R10-AZ1-D09-S60050902 Local Coordinator


Select the appropriate Volunteer Assignment Number



Leader chooses “Approval Form”



The Mass Approval Forms contains:• Volunteer’s name and ID number• Site number and position• Signature Line• Type of reimbursement being requested

– Flat Rate $35/$50, Itemized, No Reimbursement

• Address on Record• “Change Address To” space



Volunteer leaders verify that all current volunteer’s names are included in the list before printing.



Download and printer icons are available at top left.



Each volunteer should:

• Verify correctness of information - especially address

– If address is incorrected, it must be corrected in Portal before reimbursement is submitted




• Circle type of reimbursement being requested

– If volunteer wishes to submit their own “Flat Rate” reimbursement, they should indicate that on the form

– If volunteer wishes to itemize their reimbursement, they need to understand that they must submit their own reimbursement




• Sign their name

NOTE: If a volunteer works at more than 1 site, they should request “Flat Rate” at only 1 site and select “No Reimbursement” at all other sites



Each Leader should:

• Verify that all volunteers have indicated their reimbursement preference and signed the Mass Approval Form

• Inform volunteers who indicated they want to itemize that they must submit their own reimbursement



Each Leader should:

• Enter and submit “Flat Rate” Mass Approval form for volunteers who do not wish to do submit their own

• Retain Mass Approval Form– Paper copy or electronic copy



The volunteer leader must not submit reimbursement requests for any volunteers unless they have circled “Flat Rate”, signed the Flat Rate Mass Approval Form and did not indicate a desire to do it themselves.


Questions


Submitting Mass Approval Form

Select “Mass Approval” from the “Approval Form” dropdown menu



Download and printer icons are available at top left.




Dropdown MenuChoices:



The Mass Approval Form will have one entry for each active position a volunteer holds

• Select “Approve Now” for the volunteer’s highest level position

• Select “Electing No Reimbursement” for the volunteer’s other position(s)



Click on the “Submit” button on the left at the bottom of the Mass Approval Form to complete the process.

Questions


submitting itemized/flat rate - arizona aarp foundation

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