Expense Statements and Activity Reporting

1. Module NJ 2.8 Expense Statements and Activity Reporting Gary Blauth NJ Administration Specialist NJ Integrated Training - 2009 Tax Season

2. 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

3. Itemized expenses • Counselors, EROs, Client Facilitators, Shift Coordinators • F = Flat rate $35 OR • 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

4. 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

5. 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

6. 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

7. Other supplies Z = Supplies • Normal office supplies • Does not include equipment – staplers, staple removers, pencil sharpeners, etc. • Receipts required DC Meeting 2008

8. 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. DC Meeting 2008

9. 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

10. 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

11. Training aids • TaxAide extranet: • www.aarp.org/tavolunteers • Training tab • “Volunteer Expense Statement Training Presentation” • Narrated presentation for non-leaders

12. Activity Reporting Overview Site Sign-In SheetWeb Based ProcessAccuracy Issues Gary Blauth, NJ ADS DC Meeting 2008

13. 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 DC Meeting 2009

14. 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 DC Meeting 2009

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19. 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

20. 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

21. Submit Activity Reports Here

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23. Accuracy Issues - 1 • Examples of under-reporting AARP returns IRS returns 199 429 68 388 46 256 • Are volunteers using the sign-in sheets? • Are LCs collecting and reporting the data?

24. Accuracy Issues – 2 • Examples of over-reporting AARP returns IRS 2,116 1,535 524 392 375 197 • Are Federal returns being counted twice? • Are correct SIDNs on the returns? • Paper returns must use overprinted 1040

25. 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