Reimbursements

1. Reimbursements EXCEL Portal 1

2. Reimbursement EXCEL with Receipts Portal without Receipts Open Office Completing EXCEL Forms Saving EXCEL Forms Submitting EXCEL Forms DC Meeting September 2013

3. Reimbursement Options • Forgoing Reimbursement (The program thanks you) • Type • Flat Rate • Itemized • Use an electronic form of submitting reimbursement requests. • Portal • Spreadsheet

4. Which type to choose? • If you are not a Leader you are allowed ONE (1) and only one form of submission for mileage. • Mileage only for B,T, or I • No receipts • Spreadsheet • All expenses • All Expenses are Electronic this year- - No Paper Forms are to be used.

5. Mileage Reimbursement Process

6. Mileage Reimbursement Process Enter Zip Code or City and State, and select from list of sites displayed for mileage reimbursement.

7. For each day add activity code, date, round trip mileage and hours served.

8. Enter all activity by site on Entry screen Click Add Site to add an additional site

9. Mileage Reimbursement Process

12. Click on Continue to submit (available after 4/15/13)

13. Mileage Reimbursement Submission • Confirm calculated reimbursement amount • Enter lower amount to meet your state’s mileage cap or to help program finance • Click on Submit and OK on Submit Confirmation. • E-mail confirmation is sent to the volunteer, and to his/her supervisor 1 2 3

14. Supervisor Review • Available after 4/15/13 • Double click on volunteer name to view detail • Review detail submitted by subordinates • Approve and Submit which will notify SC and National that the item is ready to process • Automatically escalated to the next level supervisor if no action is taken 1 2

16. Direct Deposit • Payment made within 7 days after receipt of reimbursement approval • No lost mail or wrong address issues • Form available on the Sharenet under Forms • Submit the completed form with a voided check by mail or email to Accounts Payable prior to March 1st, 2013.

17. Reimbursement EXCEL with Receipts Open Office or Microsoft EXCEL Completing EXCEL Forms Saving EXCEL Forms Submitting EXCEL Forms DC Meeting September 2013

18. Reimbursement Open EXCEL Form Complete the Top Section Save in a Folder “Expenses” Enter Date Select Activity Enter Mileage & expenses Type your name on the Signature line. DC Meeting September 2013

19. Select the Mileage Rate by clicking on the small arrow head Select you position code by clicking on the small arrow head Reimbursement EXCEL Complete the rest of this part of the Form

20. Select N by clicking on the small arrow head unless you want the Flat Rate Reimbursement EXCEL Select N by clicking on the small arrow head

21. Select Activity by clicking on the small arrow head Reimbursement EXCEL Enter the Activity and the Location Enter the Date Enter the Mileage Enter the Food Expense be sure to send your receipts Enter Lodging and Parking or Tolls

22. Reimbursement EXCEL All other Expenses are entered on the next TAB at the bottom of the EXCEL Form. Use the same procedure for Activity, date, Activity & Location, and then the Expense of each category. You will need receipts for each entry. Then sign and sent to your Supervisor as an attachment in an E-Mail.

23. Reimbursement EXCEL

24. Select the Mileage Rate by clicking on the small arrow head Select you position code by clicking on the small arrow head Reimbursement EXCEL Complete the rest of this part of the Form

25. Select N by clicking on the small arrow head unless you want the Flat Rate Reimbursement EXCEL Select N by clicking on the small arrow head

26. Select Activity by clicking on the small arrow head Reimbursement EXCEL Enter the Activity and the Location Enter the Date Enter the Mileage Enter the Food Expense be sure to send your receipts Enter Lodging and Parking or Tolls

27. Reimbursement EXCEL All other Expenses are entered on the next TAB at the bottom of the EXCEL Form. Use the same procedure for Activity, date, Activity & Location, and then the Expense of each category. You will need receipts for each entry. Then sign and sent to your Supervisor as an attachment in an E-Mail.

28. Reimbursement EXCEL Non-Leader

29. Reimbursement EXCEL The Non-Leader form shown only has the Statement Page and the Details Page. The Statement is almost identical to the Leaders . The Details page has only 2 codes; “T” & “I”. The “T” codes will need dates and location. The “I” Code has the dates already entered. The Volunteer only needs to enter the location and mileage for each day the worked. Then Sign the form and send it to their Supervisor as an attachment to an E-Mail.