WHICH FORM SHOULD I USE?
Expense Reports are to be used for out-of-pocket expenses. The Vendor Payment Form is used when vendors are paid directly, such as a site rental for an orientation or other team event. Vendor and expense forms should be submitted with original receipts or invoices and an explanation of the expense.
The approval process and requirements are very similar for expense reimbursements or for vendor payments. However, all vendor payment requests must include a W-9 form from the vendor if there is no record of their W-9 in our system. The W-9 must be received before the request can be processed.
Please note that expenses charged to the Sponsored Programs grants are handled a bit differently, as are expenses from volunteer conferences or other events paid with national funds. In those cases, the expense would be submitted to the appropriate staff, following the instructions they provide, and that staff would approve the expense and send to Finance for payment.
The Expense Report and Vendor Payment Report Forms can be found here.
FOR CENTRALIZED NY ACCOUNTS
To request a reimbursement for out-of-pocket expenses or to request direct payment to a vendor, such as site rental fees for an AFS activity, please do the following.
An Expense Reimbursement Request Form or Vendor Payment form should be submitted for approval to the Area Team Treasurer. Field Finance will require this approval before the payment request will be processed.
After being approved by the Treasurer, the Reimbursement Request or Vendor Payment Request must be submitted to Field Finance with appropriate support back up, including receipts, invoices, etc.
In order to prevent delays and to expedite the reimbursement process, the Expense Reimbursement Request Form or Vendor Payment Form must be fully completed, including the following budget codes:
- Cost Center
Where to add budget codes on an Expense Report
Where to add budget codes on a Vendor Payment Request Form
Reimbursement/Vendor Requests may be submitted to Field Finance in two ways:
- Email (Preferred): Field Finance encourage all volunteers to email their reimbursement and/or vendor requests to firstname.lastname@example.org. Submitting requests via email is the fastest way to receive payments. Supporting documentation (invoices, receipts etc.) must accompany each request in order to prevent payment delays.
- Mailing: Volunteers who must mail their volunteer expense reimbursement form(s) or vendor payment requests may send them to:
ATTN: FIELD FINANCE
120 Wall Street 16th Floor
New York, NY 10005
Typically, requests that are received by Field Finance staff by Tuesdays are processed by the Accounts Payable Team that week. Our staff may require (10) business days, from the date the request is received, to process a payment before a check is mailed out.
Questions about the status of a reimbursement or vendor payment request should be directed to email@example.com.
FOR ALL LOCAL BANK ACCOUNTS
- Submit, to the Chapter or Area Team Treasurer, a Vendor Payment Form or an Expense Reimbursement Form with original receipts or invoices and budget codes, and any other relevant documentation. This information supports any check(s) that have been written against the Chapter or Team's local bank account.
- These forms must be submitted to and approved by the Chapter or Area Team Treasurer.