Expense Reporting
Robert Huml – AP Manager
Erinn Delaney – AP Sr. Supervisor
2011 RRFC Institute
Accounts Payable
What does Accounts Payable (AP) do?
Makes sure requests are in compliance
Processes all payment requests
2011 RRFC Institute
The Flow of the Expense
Statement
Rotarian completes expense statement
Rotarian sends statement to Staff Liaison
Staff Liaison reviews/approves statement
Staff Liaison submits statement to AP
AP reviews and processes the payment
2011 RRFC Institute
Where to find information:
Go to: www.rotary.org > Members>
General Information>Travel Services
RITS Volunteer travel & expense reporting
policies
Rotary Payee Information Form
Payment Guidelines for Rotarians/FAQ
Expense Statement
Guidelines for Submitting Expense
Statements
2011 RRFC Institute
Where to find information
(continued):
Guidelines for using RI Exchange Rates
RI Rates
Mileage Reimbursement Rates
Reimbursable Activities of Spouse Form
Valid Proof of Payment
Additional Documentation Requirements by
Country
2011 RRFC Institute
Eight Key Items to Remember:
Rotary Travel & Expense Reporting Policy
Identifying information
Business purpose
Number of Attendees/Business
Relationship
2011 RRFC Institute
Eight Key Items (continued):
Supporting Documentation
Mileage Rates
Exchange Rates
Routing and Approvals
2011 RRFC Institute
Expense Statement Walkthrough
www.rotary.org > Members> General
Information>Travel Services
Blank Expense Statement (Excel)
Save a copy to your computer
2011 RRFC Institute
Questions or
Comments?
2011 RRFC Institute