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Expense Reimbursement 2012 Revised 10/7/11

Expense Reimbursement 2012 Revised 10/7/11. Stan Marshall, Jr. Chair, National Operations Committee Miho Kikujo Sr. Operations Analyst, National Office. 1. 2011 Regional Meetings – St Louis. What’s New in Volunteer Portal for 2012. 1)Automated Counselor Flat Rate submission for Leaders.

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Expense Reimbursement 2012 Revised 10/7/11

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  1. Expense Reimbursement 2012Revised 10/7/11 Stan Marshall, Jr. Chair, National Operations Committee Miho Kikujo Sr. Operations Analyst, National Office 1 2011 Regional Meetings – St Louis

  2. What’s New in Volunteer Portal for 2012 1)Automated Counselor Flat Rate submission for Leaders • 2)Automated Mileage Reimbursement for • I-Counseling • T-Training • B-Coordinating 2011 Regional Meetings – St Louis

  3. 2012 Non-Leader Flat Rate Flow through Portal Supervisor Counselor/Non-Counselor/ Client Facilitator/ERO/SCO 2. Supervisor review and submit approved selection in Portal, which feeds to the AARP Financial System. Financial System 1a. Volunteer selects locally printed CFR OR 1c. Supervisor may receive e-mail for Flat Rate Selection from Portal (limited use expected) 1b. Volunteer selects Flat Rate on National Office CFR 3. Payment deposited or mailed to Counselor 2011 Regional Meetings – St Louis

  4. Flat Rate Options in 2012 Preferred *Direct Deposit will speed up reimbursement, reduce mailing and labor cost, and also eliminate lost mail. 2011 Regional Meetings – St Louis

  5. Automated Flat Rate Reimbursement Benefits • Volunteer Benefits • All non-leaders can submit their Flat Rate selection by signing a printed CFR form at the site (or via the Portal) • All volunteers and their supervisors can update mailing addresses in the Portal which automatically updates the VMIS database • Supervisors can approve their subordinates’ Flat Rate selection via the Portal • Faster payment (during the peak of the reimbursement processing season, 6-8weeks from submission reducedto about 1 week) • Program Benefit • Eliminates printing and mass mailing of CFR for those states willing to participate in the 100 % Portal CFR process • Printing, postage, and temporary staff cost, also office staff time reduced • Eliminate lost mail/checks, delay in payment for incomplete forms (i.e. no signature) 2011 Regional Meetings – St Louis

  6. Flat Rate Selection by non-leader Option 1: Non-leader selects Flat Rate by signing Locally printed CFR Option 1 Option 2: Non-leader selects Flat Rate by signing Nationally printed & mailed CFR 2011 Regional Meetings – St Louis

  7. Flat Rate Submission by Supervisor Submit Flat Rate selection for Non-Leader subordinates based on E-mail notification or signed CFR 1 2 2. If needed, update mailing address for the subordinates using the Manage Address application 2011 Regional Meetings – St Louis

  8. 2012 Mileage Reimbursement through Portal 3. Supervisor review and approve or reject w comments Counselor Financial System LC 2. System sends auto E-mail to Supervisor 1. Volunteer enter detail on Mileage & Submit 4. System sends auto e-mail for approval or rejection (resubmission needed) 5. If not responded within 7 days, system automatically escalates to next level up for approval or rejection DC 6. Payment deposited or mailed to Counselor 2011 Regional Meetings – St Louis

  9. Automated Mileage Reimbursement Benefits Volunteer Benefits • All volunteers can submit their mileage * reimbursement request via the Portal for expenses for I-Counseling, T-Training and B-Coordinating • Easily keep track of dates, miles and hours served • Increased accuracy of calculations • System design drastically reduces the supervisor’s approval, submission and payment cycle time from weeks to days (expense forms can be submitted as approved) • Automatic escalation to the next level supervisor in 7 days if no action taken • For I-Expense over state limit, escalate to SC level Counselor  LC  DC (8th day)  SC (15th day) for SC approval • No lost mail *Mileage reimbursement only, No parking, Toll or other ground transportation may be included (Paper forms continue to be accepted.) 2011 Regional Meetings – St Louis

  10. Automated Mileage Reimbursement Benefits • Program Benefits • Significant cost saving associated with printing, postage, temporary employees required by the manual process • Better accessibility of data to monitor/manage the largest volunteer expense category in real time • Provides details of sites, days and hours worked and the mileage driven by volunteers • Allows the program to break down volunteer service detail by each IRS Grant (TCE and VITA) for reporting to sponsors 2011 Regional Meetings – St Louis

  11. Mileage Reimbursement Options in 2012 Preferred *Direct Deposit will speed up reimbursement, reduce mailing and labor cost, and also eliminate lost mail. 2011 Regional Meetings – St Louis

  12. Mileage Reimbursement Entry 1 2 Select Flat Rate. If “Yes” is selected, supervisor will receive e-mail notification. (Supervisor must enter the selection via Flat Rate application.) Select Mileage by clicking “No”, enter Zip Code or City and State, and select from list of sites displayed for mileage reimbursement. For each day add activity code, date, round trip mileage and hours served. 3 2011 Regional Meetings – St Louis

  13. Mileage Reimbursement Submission 1 4 5 2 3 • Enter all activity by site on Entry screen • Click Add Site to add an additional site • Click on Continue to submit (available after 4/18/12) • 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 6 2011 Regional Meetings – St Louis

  14. Supervisor Review • Available after 4/18/12 • Double click on volunteer name to view detail • Review detail submitted by subordinates • Automatically escalated to the next level supervisor after 7 days from receipt • For I-Expense over state limit, supervisor takes no action to initiate escalation to SC level this is still faster than current paper process. • LC  DC (8th day)  SC (15th day) for SC approval 1 2 2011 Regional Meetings – St Louis

  15. Supervisor Approval • To approve click on Approve and OK • To reject click on Reject and enter comments (Supervisor cannot edit entry, volunteer must edit and resubmit) • E-mail notification sent to subordinates on approval and on rejection 1 2 2011 Regional Meetings – St Louis

  16. Direct Deposit for The Fastest Payment • Payment made within 7 days after receipt of reimbursement approval • No lost mail or wrong address issues • Form available on the Extranet under Forms • Submit the completed form with a voided check to Accounts Payable prior to March 1st, 2012 2011 Regional Meetings – St Louis

  17. Training & Support • Leaders • Training material will be posted on Extranet/CMS in December • Live Webinar will be held in January • Recorded Webinar and PDF will be on Extranet • Link to Online FAQ • Non-Leaders • Training material will be posted on Extranet/CMS in December • Recorded Webinar and PDF file will be on the Extranet • Link to Online FAQ • Support will be provided through TaxAide@aarp.org 2011 Regional Meetings – St Louis

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