NY3 District Coordinator Meeting November 14-15, 2011 AARP Tax-Aide NY3 Reimbursement Policy Grant Cycle

NY3 District Coordinator Meeting November 14-15, 2011 Closing the Budget Gap Consider….  Hard state mileage caps.  More TWO usage  QR before printing  Rural site model  Site consolidation  Shifts > 4 hours  Better printer and computer utilization Judgement Calls…..  Under 35 site list  Paper sites  One person sites  Low production  High AGI sites

NY3 District Coordinator Meeting November 14-15, 2011 NY3 Volunteer Expenses Total $100,425

NY3 District Coordinator Meeting November 14-15, 2011 Keys to Success Set Expectations Exercise Common Sense & Good Judgement Practice Due Diligence

NY3 District Coordinator Meeting November 14-15, 2011 Reimbursement Policy “Grant funds were never intended to reimburse volunteers for the total cost of the AARP Tax-Aide program, but were rather to insure that those who wished to volunteer would not be excluded due to their income limitations” 46% of our volunteers take the Flat Rate

NY3 District Coordinator Meeting November 14-15, 2011 Expense Reimbursement  Counselor, ERO, Client Facilitator  Option 1 - Flat rate reimbursement of $35 per season.  Option 2 – Itemized reimbursement for counseling expenses (training activity after October1 and tax assistance activity from January to April 20 th ).

NY3 District Coordinator Meeting November 14-15, 2011 Expense Reimbursement  Coordinators, Specialists, Instructors  Option 1 - Flat rate reimbursement of $50 per season.  Option 2 – Itemized reimbursement for all aspect of Tax-Aide work but requires detailed reporting of all activities and submission of receipts for all expenses except mileage expenses (from Oct 1 thru Sept 30 th ).  Expenses not explicitly approved in Policy Manual require State Coordinator (Ed Hogarty) approval.  Expenses for consumables on list that are purchased independently will not be reimbursed.  Computer repairs must be approved by Technology Specialist (Howard Riggert)

NY3 District Coordinator Meeting November 14-15, 2011 Expense Codes (page in Policy Manual) Type of ActivityCode Copies, postage and telephone/faxA E-file supplies, etcS General Leadership Activities-TransportB State Instructor WorkshopW Meetings (K-District, M-State)K, M Non Leader flat rateF PublicityP Equipment upgrades and repairR Tax assistance or client facilitation - TransportI * Training for cert. and non leader - TransportT Transportation for activities coded A, P, R, S, ZB * > $150 DC Approval >$400 SC Approval In Advance

NY3 District Coordinator Meeting November 14-15, 2011 End of Season Meetings Who?What?Reimbursa ble ExceptionsComments SC Mtg w/DCs or others Any purpose, including debrief or planning NoAdvance RC Approval Consider conference calls DC Mtg with LCs Debrief, planning Mileage only Consider conference calls Any other volunteers Celebration/ Recognition NoNot reimbursable N/A

NY3 District Coordinator Meeting November 14-15, 2011 Expense Reimbursement Questions Comments ?