Expense Report

Transcription

1 Expense Report Expense Report is due two weeks after expenses are incurred! Revised as of 1/2/2014 Mail to: USTA Texas Section 512/ Exchange Drive FAX 512/ Austin, TX Social Security #: Remit payment to: Name Telephone: Address Purpose of Expenses: City State Zip Date: Daily Mileage Mileage or (to & from airport) 7210 Rental Car 7210 Airfare 7210 Taxi/Airport Parking 7210 In Section Meals-Breakfast $ In Section Meals-Lunch $ In Section Meals-Dinner $ Out of Section Meals-Breakfast $ Out of Section Meals-Lunch $ Out of Section Meals-Dinner $ Hotel Room 7220 Storage 7410 Supplies 6510 Telephone 6610 Postage/Shipping 6710 Other Expenses-Please Explain Sun. Mon. Tues Wed. Thur. Fri. Sat. weekly total Daily Totals Allowable Expense Guidelines: (See Back for further information regarding expense guidelines.) Expense reports must be sumitted to the Accounting Dept within two (2) weeks after the expense is incurred. Original receipts are required for all reimbursements. For Approved Sectional Meetings: Meals: On a per diem basis at $8.00 for breakfast, $11.00 for lunch, $17.00 for dinner up to $36 per day (when not provided) Mileage: 56 cents per mile (per IRS guidelines: R , Dec. 6, 2013) Airfare: Coach Airfare (see guidelines on back) Taxi: To and From the airport to hotel unless provided transportation is available Room: Cost of a single room per day For Approved Out-of-Section Meetings: Meals: On a per diem basis at $12.50 for breakfast, $17.50 for lunch, $30.00 for dinner up to $60 per day (when not provided) Mileage: 56 cents per mile (per IRS guidelines: R , Dec. 6, 2013) Airfare: Coach Airfare (see guidelines on back) Taxi: To and From the airport to hotel unless provided transportation is available Room: Cost of a single room per day Signature Date

2 USTA TEXAS EXPENSE REIMBURSEMENT POLICY FOR TRAVEL, MEETINGS & EVENTS Necessary travel/lodging expenses for approved events will be reimbursed to volunteers and staff when traveling for the benefit of USTA Texas under the following guidelines: Expense reports must be submitted to the Accounting Department no later than two (2) weeks after the expense is incurred. Original receipts are required for all reimbursements. Internet Usage Management & Staff internet use must be for Texas Section business (reimbursement will be at hotels average charge of $9-$12 per day) Meetings/Events in Texas will be reimbursed as follows: Travel (1) Mileage according to the current reimbursement guidelines of the IRS, or the lesser of, average round-trip coach airfare with reservations made at least 21 days out (2) Cost of a mid-size car + gasoline (with prior approval by the President or Executive Director). (3) Airport parking (long term parking or equivalent) (4) Hotel parking (self-park only) (5) Airport Shuttle expenses Lodging (1) If you have a meeting on Friday, we will reimburse for Friday night (2) If your meeting is prior to 10:00 a.m. on Saturday, we will reimburse for Friday night (3) If you have a meeting after 5:00 p.m. on Saturday or anytime on Sunday, we will reimburse for Saturday night (4) Exception: The Annual Meeting Awards Banquet - volunteers are encouraged to stay over Saturday night for the banquet, whereby Saturday night will be reimbursed Meals (1) Meal expenses are reimbursed based on per-diem. If a meal is provided then you are not reimbursed for that meal per-diem. If you are traveling during a meal time you may get reimbursed for that meal s per-diem amount. When traveling in Texas the per-diem is $8 for breakfast, $11 for lunch, and $17 for dinner. (2) When a meal expense includes more than one person, all eligible names must be written on the receipt for reimbursement Out of Texas meetings/events will be reimbursed as follows for approved USTA committee members from Texas who are not reimbursed by the USTA and for approved Staff. Travel (1) Mileage according to the current reimbursement guidelines of the IRS, or the lesser of, average round-trip coach airfare with reservations made at least 30 days out (2) Attendees are expected to fly in the night before his/her first meeting and fly out the day after his/her last meeting (unless a Saturday layover makes the trip less expensive). (3) Attendees may fly to an alternate airport and drive a rental car to the meeting site if the cost of doing so is less than the cost of airfare to the nearest airport. (4) Cost of a mid-size car + gasoline (with prior approval by the President or Executive Director) (5) Airport parking (long term parking or equivalent) (6) Hotel parking (self-park only) (7) Airport Shuttle expenses Lodging (1) Texas Committee members will be reimbursed for the night before his/her first meeting through the day of his/her last meeting. (2) Only room rate + taxes are allowable for reimbursement. Meals (1) Meal expenses are reimbursed based on per-diem. If a meal is provided then you are not reimbursed for that meal per-diem. If you are traveling during a meal time you may get reimbursed for that meal s per-diem amount. When traveling outside of Texas the per-diem is $12.50 for breakfast, $17.50 for lunch, and $30.00 for dinner. (2) When a meal expense includes more than one person, all eligible names must be written on the receipt for reimbursement Non-reimbursable Expenses: (1) Spouse/guest expenses for travel or meals. (2) Bar/alcohol expenses (3) Personal phone calls (4) In-room movie rentals, health club fees, salon charges (5) Valet parking charges (6) Tennis/golf fees 7/11/2010

3 Overview of the Budget Process It is the responsibility of the Committee Chair to prepare the budget(s) in consultation with the Responsible Officer. It is the joint responsibility of the Committee Chair and Responsible Officer to see that the information is complete and submitted on time. A member of the B&F Committee is assigned to review each budget request and that person may contact the chairperson regarding each budget. Incomplete budget submissions will be returned to the Committee Chairperson. The B&F Committee will review only properly completed budgets. All requests for increases in budgets must be reviewed by the B&F Committee before it can be considered by either the Management Committee or the Executive Committee. The B&F Committee will pass the budgets to the Management Committee with a recommendation. The results of the Management Committee s review will become the PROPOSED BUDGET sent to the Executive Committee. The Executive Committee will make any final changes and adopt the budget. Important Items regarding the 2012 Budget Preparation procedures Failure to follow these guidelines may result in denial of your requests: Justify all major increases from the 2011 budget. Explain new items fully. Indicate the purpose of travel fund requests. Justify in detail all miscellaneous expenses above $500. Provide goals and definitions for all new and existing programs. Your goals should be measurable and have timetables. Look at last year s budget and expenses and make plans accordingly. It is not necessary to include the following items: salaries, benefits, payroll taxes and rent. The Executive Director and Treasurer will allocate these expenses. 1

4 The Budget Request Form The budget request form is the composite of all the Operating Plan sheets. Each activity should have its own column. More than one sheet may be necessary. This form contains the entire budget request Budget Request Form Budget Line MPC Date 10/8/2003 Committee Chair Person Staff Liaison NJTL Activity/KPI Operating NJTL Rally 1 NJTL Rally 2 NJTL Rally 3 NJTL Rally 4 San Antonio Invite. CD Workshop First Serve Total 6020 GRANTS 4, , , PROF.SERVICES SUPPLIES T-SHIRTS , TELEPHONE POSTAGE/SHIPPING PRINTING TRAVEL , MEALS/LODGING , CONFERENCES ADVERTISING AWARDS GIFTS/PROMO ITEMS DATA PROCESSING MISCELLANEOUS PRIZE MONEY TENNIS COURT TIME ENTRY FEES TOTAL 6, , , , , , , , page_1 of _1 SAMPLE 2

5 Date Budget Line Committee Operating Plan by Activity Sheet Activity/KPI Operating How does this activity accomplish your committees mission or KPI's? This activity enables the MP Committee to continue to educate and train existing and new chapters and programs. Operating activity allows there to be constant communication with chapter/program leaders. Is this Activity new? NO If not, has the budget increased or decreased over last year and why? The budget will have a small increase. The increase is due to the growth and maintaining of chapters/programs. Expense Code Expense Item 2004 Budget Operating Plan by Activity/KPI 10/8/2003 Chair Person NJTL Staff Liaison MPC Explanation of Expense Estimated Budget Cell phone use while travelling.(i.e. return/retrieve 6610 telephone msgs.); 2 conference calls; Everyday use $ Even though NJTL is not on PBIF, NJTL is an integral delivery system of team tennis. TT#'s have 6020 grants increased. $4, Payment to clinicians/site dir. for running NJTL 6440 pro services carnivals/trainings/assisting with RR./Zone Rallies $ supplies prizes for carnivals and trainings $ Ft. Worth has offered to provide free court time, but 7820 court time Austin is not guaranteed $ travel Staff will visit NJTL programs; Travel to 2 Rallies $ meals Staff will visit NJTL programs; Travel to 2 Rallies $ printing Regional Rally Packets/Brochures and bilingual fliers $ Total Activity Budget If this is not a new activity, what were the results last year and in previous years? (You may attach additional information) Maintained and established 92 programs/chapters. The growth reflects the team tennis red level numbers. $6, You should have one of these sheets for each activity of your committee. These could be: Operating expenses (phone, travel to meetings, staff travel etc.) Tournaments/events Grants we distribute Incentives we pay out Pilot programs Each sheet should give a thorough explanation of the activity, its history if any and results from previous years. Please explain how the item promotes the mission of the Section and your committee. You may attach additional information if you feel gives the B&F committee a better understanding of the relevance of the activity. Expense Codes are: 6020 GRANTS 6440 PROF.SERVICES 6510 SUPPLIES 6530 EQUIPMENT 6560 T-SHIRTS 6610 TELEPHONE 6710 POSTAGE/SHIPPING 7110 PRINTING 7210 TRAVEL 7220 MEALS/LODGING 7310 CONFERENCES 7650 ADVERTISING 7660 AWARDS 7670 GIFTS/PROMO ITEMS 7720 DATA PROCESSING 7780 MISCELLANEOUS 7800 PRIZE MONEY 7820 TENNIS COURT TIME 7840 ENTRY FEES 3