Expense Reporting

1. Expense Reporting Robert Huml – AP Manager Erinn Delaney – AP Sr. Supervisor 2011 RRFC Institute

2. Accounts Payable • What does Accounts Payable (AP) do? • Makes sure requests are in compliance • Processes all payment requests 2011 RRFC Institute

3. The Flow of the Expense Statement • Rotarian completes expense statement • Rotarian sends statement to Staff Liaison • Staff Liaison reviews/approves statement • Staff Liaison submits statement to AP • AP reviews and processes the payment 2011 RRFC Institute

4. Where to find information: • Go to: www.rotary.org > Members> General Information>Travel Services • RITS Volunteer travel & expense reporting policies • Rotary Payee Information Form • Payment Guidelines for Rotarians/FAQ • Expense Statement • Guidelines for Submitting Expense Statements 2011 RRFC Institute

5. Where to find information (continued): • Guidelines for using RI Exchange Rates • RI Rates • Mileage Reimbursement Rates • Reimbursable Activities of Spouse Form • Valid Proof of Payment • Additional Documentation Requirements by Country 2011 RRFC Institute

6. Eight Key Items to Remember: • Rotary Travel & Expense Reporting Policy • Identifying information • Business purpose • Number of Attendees/Business Relationship 2011 RRFC Institute

7. Eight Key Items (continued): • Supporting Documentation • Mileage Rates • Exchange Rates • Routing and Approvals 2011 RRFC Institute

8. Expense Statement Walkthrough • www.rotary.org > Members> General Information>Travel Services • Blank Expense Statement (Excel) • Save a copy to your computer 2011 RRFC Institute

9. Questions or Comments? 2011 RRFC Institute