2. 10/2/2015NJ Integrated Training - 2009 Tax Season1 Expense Statements and Activity Reporting Gary Blauth NJ Administration Specialist Module NJ 2.8

3. v13 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

4. 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

5. 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

6. 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

7. v13 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

8. v13 DC Meeting 20087 Other supplies Z = Supplies Normal office supplies Does not include equipment – staplers, staple removers, pencil sharpeners, etc. Receipts required

9. v13 DC Meeting 20088 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.

10. 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

11. 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

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

13. v13 DC Meeting 200812 Activity Reporting Overview Site Sign-In Sheet Web Based Process Accuracy Issues Gary Blauth, NJ ADS

14. DC Meeting 200913 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

15. DC Meeting 200914 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

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20. 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

21. 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

22. 21 Submit Activity Reports Here

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24. 23 Accuracy Issues - 1 Examples of under-reporting AARP returnsIRS returns 199429 68388 46256 Are volunteers using the sign-in sheets? Are LCs collecting and reporting the data?

25. 24 Accuracy Issues – 2 Examples of over-reporting AARP returnsIRS 2,1161,535 524392 375197 Are Federal returns being counted twice? Are correct SIDNs on the returns? Paper returns must use overprinted 1040

26. 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