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Select “Manage Reimbursements” tab and “+ New Reimbusement”.
S
Submitting Reimbursements
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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.
Submitting Reimbursements
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Submitting Reimbursements
Wizard form• Guides the user through the steps
• Mobile Friendly
• Once saved reopens as Classic Form
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STEP 1 – Volunteer selects appropriate assignment ID from list displayed.
Wizard Form
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STEP 2 – This feature is not used by Tax-Aide. Select “Next”.
Wizard Form
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STEP 3 – Select desired “Reimbursement Type” from drop down menu.
Wizard Form – Flat Rate
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Wizard Form
Select “Next”.
STEP 3 – Funding code is prefilled. Add optional description.
Wizard Form
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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.
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Wizard Form
STEP 4 – If Itemized was selected, choose “Add New Line Item”.
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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
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Wizard Form
Select mileage rate desired from drop down menu.
Description is optional.
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Wizard Form
Input number of miles.
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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”.
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Wizard Form
Choose “Save” from Actions drop down menu.
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Success message will appear.
Wizard Form
After a “Line Item” has been saved, the “Actions” drop down menu displays a different set of options.
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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”.
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Wizard Form
Line Items other than mileageenter date, description and amount and save
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Wizard Form
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After successfully entering all required line items,
selectt to continue to STEP 5 where any required receipts can be attached.
Wizard Form
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STEP 5 – To upload any required receipts select “Upload Files” or drag a file into this box.
Select “Next”.
STEP 7 – Summary is displayed. Note the Expense Reimbursement number for future reference.
Wizard Form
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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.
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Submitting Reimbursements
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
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Classic Form
Window opens showing all Volunteer’s Assignments.
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Select the appropriate assignmentFrom the list.
Expense Details, Line Items, Uploaded Files and History are all on one screen
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Classic Form
EXPENSE DETAILS - select desired “Reimbursement Type” from drop down menu.
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Classic Form
LINE ITEMS - If “Flat Rate” was selected, Line Items is prefilled with $35 for Non-Leader and $50 for Leader.
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Classic Form
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LINE ITEMS – If “Itemized” was selected choose “Add New Line Item”.
Classic Form
Choose appropriate “Expense Type” from Type drop down menu.
Non-Leader Leader
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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
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Classic Form
Select mileage rate desired from drop down menu.
Description is optional.
Reimbursement Training 2019 54
Classic Form
Input number of miles.
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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”.
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Classic Form
Choose “Save” from Actions drop down menu.
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Success message will appear.
Classic Form
After a “Line Item” has been saved, the “Actions” drop down menu displays a different set of options.
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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”.
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Classic Form
Line Items other than mileageenter date, description and amount and save
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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
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Classic Form
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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
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Classic Form
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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.
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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
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Flat Rate Mass Approval Form Procedures
Leader opens their Contact Record
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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
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TA-R10-AZ1-D09-S60050902 Local Coordinator
Flat Rate Mass Approval Form Procedure
Select the appropriate Volunteer Assignment Number
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Flat Rate Mass Approval Form Procedures
Leader chooses “Approval Form”
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Flat Rate Mass 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
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Flat Rate Mass Approval Form Procedures
Volunteer leaders verify that all current volunteer’s names are included in the list before printing.
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Flat Rate Mass Approval Form Procedure
Download and printer icons are available at top left.
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Flat Rate Mass Approval Form
Each volunteer should:
• Verify correctness of information - especially address
– If address is incorrected, it must be corrected in Portal before reimbursement is submitted
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Flat Rate Mass Approval Form
Each volunteer should:
• 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
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Flat Rate Mass Approval Form
Each volunteer should:
• 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
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Flat Rate Mass Approval Form
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
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Flat Rate Mass Approval Form
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
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Flat Rate Mass Approval Form
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.
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Submitting Mass Approval Form
Select “Mass Approval” from the “Approval Form” dropdown menu
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Submitting Mass Approval Form
Download and printer icons are available at top left.
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Submitting Mass Approval Form
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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)
Submitting Mass Approval Form
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Click on the “Submit” button on the left at the bottom of the Mass Approval Form to complete the process.