Reimbursements: Submit a Flat Rate Reimbursement

Transcription

1 Reimbursements: Submit a Flat Rate Reimbursement Overview Tax-Aide volunteers may elect to receive a one-time, flat-rate expense reimbursement for which volunteers receive $35 and volunteer leaders receive $50. No other reimbursement is permitted for the season. Exceptions require a pre-approval if requesting reimbursement for expenses incurred following the receipt of a flat rate. For instructions on how to submit a pre-approval, see Reimbursements: Submit a Pre-Approval. Topics: How to Request a Flat Rate Reimbursement How to Request a Flat Rate Reimbursement 1. Click the Reimbursements tab. 2. Click New Reimbursement. 3. Click on the Assignment ID that corresponds to the position for which you are submitting the reimbursement request. 4. In the Add Basic Information section, select Flat Rate from the Reimbursement Type drop-down menu. Based on your position, the Funding Code field will populate and a line item will be added in the Line Items. Note: You may view the full funding code name by hovering your cursor over the Funding Code box in the Add Basic Information section. 5. After reviewing the reimbursement record for accuracy, check the box in the Verify and Submit Reimbursement section if you agree with the verification statement. AARP Foundation Tax-Aide Volunteer Portal Guide 12/2/16 Page 1 of 2

2 Reimbursements: Submit a Flat Rate Reimbursement 6. Click Submit for Approval. To manage your expenses, click Return to Reimbursement List button. Note: The Reimbursement record is now locked. If changes are needed, click Recall, make edits, and click Submit for Approval. The reimbursement request status will reflect a Submitted status upon being sent for approval. Reimbursements can only be recalled prior to being approved. You may review the Approval History section-located on the reimbursement record to determine status of reimbursement. AARP Foundation Tax-Aide Volunteer Portal Guide 12/2/16 Page 2 of 2

3 FLAT RATE APPROVAL FORM Overview: Volunteer leaders who hold a supervisory position (LC, DC, SC, RC) can obtain a report that allows volunteers who report directly to them to select a flat-rate reimbursement outside of the new Volunteer Portal. After obtaining the report, the Volunteer leader is to inquire if the volunteers listed on the report would like to receive a flat-rate reimbursement. If they do, the volunteer should sign the form and confirm their mailing address for the HIGHEST position they hold. After receiving all appropriate signatures, the supervisory volunteer leader will approve the requested flat-rate reimbursements by following the flat-rate Mass Approval process. See Tip Sheet: Flat Rate Mass Approval Print Flat Rate Approval Form 1. Go to enter your address and password, and click on LOGIN. 2. From the Portal homepage, type your name into the search bar and click Search. 3. Click on your name in the Contacts section AARP Foundation Tax-Aide I Volunteer Portal Guide Page 1 of 2

4 Flat Rate Approval Screen 4. Scroll down to the Volunteer Assignment section, and click on the Assignment ID of your supervisor position. 5. Click on Approval Form. 6. The approval form will download. You may choose to save and/or open the form and print it. Related Tip Sheets Flat Rate Mass Approval AARP Foundation Tax-Aide I Volunteer Portal Guide Page 2 of 2

5 SORT THE FLAT RATE REIMBURSEMENT FORM Overview: Volunteer Leaders in a Supervisory Role (LC, DC, SC, RC) have the ability to create a Mass Approval Form to use in collecting a volunteer s agreement to receive a Flat Rate Reimbursement. The form when generated is not sorted in an order that many leaders find helpful. See Tip Sheet - Flat Rate Approval Form for information on creating the form. Sort the Flat Rate Approval Form 1 1. Once the approval form downloads, save it to your computer. 2. Open the approval form in MS Word, and click on the four arrow table indicator that appears when you click anywhere in the table portion of the form. Note: For privacy reasons, volunteer names have been removed from the above approval form. 3. When the table is selected, click Sort from the LAYOUT tab, within the TABLE TOOLS menu. 4. From the dialog box that appears, select Volunteer Position from the Sort by drop-down menu. 5. Select Volunteer from the Then by drop-down menu Click OK to sort your form by volunteer name within volunteer position. 5. Related Tip Sheets Flat Rate Approval Form 6 AARP Foundation Tax-Aide I Volunteer Portal Guide Page 1 of 1

6 Reimbursements: Flat Rate Mass Approval Overview Volunteer Leaders who hold a supervisory position (LC, DC, SC, RC) may enter and approve requests in the Volunteer Portal via the mass approval form after collecting signatures of the volunteers who report directly to them on the flat rate approval form. This process allows volunteers who do not choose to submit itemized expenses to receive payment of a flat rate reimbursement without entering it themselves. Topics: Navigate to the Mass Approval Form Submit the Mass Approval Form o Reimbursement Returns an Error Navigate to the Mass Approval Form 1. Navigate to your Contact Record. 2. Scroll down to the Volunteer Assignments section, and click on the Assignment ID of your supervisory position. 3. Click on Mass Approval. Submit the Mass Approval Form There will be one entry for each active position a volunteer holds; therefore, volunteer leaders will select an action for the volunteer s highest level position from the Action drop-down menus and place all the other positions for that volunteer in the status of Electing No Reimbursement. Approve Now is used to indicate volunteers who are requesting a flat-rate reimbursement and have an updated address within the Portal. Electing No Reimbursement is used to indicate volunteers who have chosen not to receive a reimbursement. This is an informational status which can be changed to another status at any time. Place on Hold is used to indicate volunteers who need to update their addresses within the Portal. AARP Foundation Tax-Aide Volunteer Portal Guide 12/21/16 Page 1 of 2

7 Reimbursements: Flat Rate Mass Approval 1. Click Submit once you have selected the appropriate reimbursement action for each active position entry. 2. Refresh your page once you receive a message that the form was successfully submitted. The volunteers names of those who you approved will move to the bottom of the screen in the Reimbursement Already Submitted or Approved section. Reimbursement Returns an Error The system will display an error message at the top of the page and a caution icon next to the reimbursement(s) not submitted due to an error. Hovering over the caution icon will produce an explanation of the issue encountered so that volunteer leaders know what action to take for resolution. 1. Place the reimbursement(s) with a caution icon next to it in a Place on Hold. 2. Click Submit. 3. Resolve the error using the explanation from the hover-over message. 4. Return to the mass approval form, and update the reimbursement status for which you resolved the error in an Approve Now status. 5. Click Submit. 6. Refresh your page once you receive a message that the form was successfully submitted. The volunteers names of those who you approved will move to the bottom of the screen in the Reimbursement Already Submitted or Approved section. AARP Foundation Tax-Aide Volunteer Portal Guide 12/21/16 Page 2 of 2