Expense Reimbursement

Reimbursable Expenses: 
Program volunteer expenses are reimbursable for training activity conducted after October 1 and for tax assistance provided during the standard 1040 filing season through April 20. Counselors, Client Facilitators, Shift Coordinators, and EROs (hereafter referred to as Volunteers) can only be reimbursed for transportation, and not for other expenses such as supplies. Volunteers submit reimbursement claims at the end of the tax season.
Reimbursement Options: 
Volunteers may elect a flat-rate stipend of $35 for the tax season or be reimbursed on the basis of miles driven. Volunteers may also waive reimbursement or take a reduced amount. If they choose to be reimbursed, they may select only ONE of these reimbursement options for the tax season. Either option covers expenses incurred during the training period as well as during the tax assistance season. All expense claims require the approval signature of the supervisor.
Direct Deposit: 
Direct deposit of volunteer reimbursements is highly encouraged, as it will reduce processing time and costs and will get reimbursements to volunteers more quickly. Once established, any and all reimbursements received through the AARP Foundation Tax-Aide, as well as any other volunteer service with AARP, will be processed as a direct deposit to the account stipulated. This will remain in effect until cancelled by the volunteer, so the process does not have to be repeated each year. The direct deposit option should be established prior to the submission of a reimbursement request. A form requesting direct deposit is available on the Volunteer ShareNet, in the back of this manual, or you may request a form from your Instructor or supervisor. A voided check is required for setting up direct deposit, and the request may be mailed, emailed, or faxed.
Flat-rate Reimbursement Process: 
Volunteers who elect the flat-rate reimbursement option must sign a volunteer Flat-Rate Reimbursement Form on the portal at the end of the tax season. This should be done at the instruction of the Local Coordinator through the Portal. If volunteers do not wish to receive reimbursement, no action is necessary. However, you should thank them for helping to ensure the financial viability of the Tax-Aide program.
Itemizing Expenses: 
Volunteers who wish to itemize expenses, i.e., to request reimbursement for mileage, can use the expense form from the Volunteer ShareNet or use the automated FAST system. The automated FAST system is strongly preferred and should be used. To access the volunteer system, enter the Portal (https://volunteers.aarp.org), then “Reimbursement” and “My Reimbursements” sections. For additional and the most up-to-date instructions, log in to the Portal and go to the Volunteer ShareNet > Portal Applications Support > Reimbursement. Whichever method is used, mileage claims must be documented by listing each date of travel, the location(s), and the roundtrip mileage. The location and roundtrip mileage is needed only once for repeated trips to and from the same location, but the individual dates must be listed  along with the hours worked. Be sure also to indicate the total mileage. Expense statements that do not provide sufficient detail cannot be processed by the National Office and will be returned.  The attachments below will be helpful: Expense Reimbursement Form TY14 NonLeader 122214.xls and Quick Guide To Submitting An Excel Reimbursement Using "Submit A Request" 030415
Expense Codes: 
All volunteers should use the expense code “T” for transportation to training sites. Expense code “I” will be used for all transportation related to tax assistance.

Wayne Culp,
Mar 29, 2015, 5:07 PM