780 94th Ave N., Suite 102 ● St. Petersburg, FL 33702 ● 727-497-4650
MERIDIAN ASSET SERVICES
Expense Reimbursement Policy and Procedures
AgentandBroker
Manual
1
INTRODUCTION
This manual provides detailed information and instructions in order to process and receive
reimbursements by Meridian Asset Services.
These procedures are mandatory to receive reimbursements. It is the responsibility of the Brokers to
successfully accomplish the following policy and procedures necessary to receive reimbursements.
Should the policy and procedures not be completed as instructed, then a delay of reimbursement
will occur.
We appreciate your efforts in assisting Meridian Asset Services in streamlining our policies and
procedures to ensure efficiency in the reimbursement process.
Should you have any additional questions, please contact your Asset Managers for assistance.
Table of Contents
Vendor Reimbursement Form (VRF) .............................. page 1
How to Complete and Submit ................................................ page 1
How to Fill out the VRF ..................................................... page 2 - 3
Providing “Back up” Documentation ....................................... page 4
Uploading the VRF and Back up into Equator........................ page 4
Summary of Tasks to Compete .............................................. page 4
Equator ........................................................................... page 5
How to use Equator .......................................................................... page 5
Entering in a New Expense ............................................. page 5 - 11
Uploading documents in Equator ......................................... page 11
Asset Manager Approval ............................................... page 12
Reimbursement Policies and Deadlines ...................... page 162
Tracking Expenses & Reimbursements ................ page 163 - 14
Index ........................................................................... page 165
M E R I D I A N
A S S E T
1
Process
S E R V I C E S
Vendor Reimbursement Form
(VRF)
Completing this form and collecting the required documentation is the first process in
submitting your expense(s) for reimbursement.
I C O N
K E Y
 Upload
Documentation

Filling out VRF
 Enter in REO
Trans
 Asset Manager
Approval
To download a copy of the Vendor Reimbursement Form,
go to our website at
www.meridianassetservices.com. Find the Vendor Reimbursement Form and clink
on it to open the document.
How to Complete and Submit the Vendor
Reimbursement Form (VRF)
One Vendor Reimbursement Form (VRF) needs to be filled-out per property.
However, more than one expense can be added to the VRF per property.

“Back up” Documentation
All required “Back up” documentation for the expense along with the Vendor
Reimbursement Form will need to be uploaded into the Equator system in order for
the expense to be reviewed and approved by the Asset Manager.
These documents will no longer be accepted by fax, mail or e-mail. It is mandatory for
the Agents to upload the VRF and all documents pertaining to the expense into ONE FILE which will be
uploaded into the Equator system as you are entering in the NEW EXPENSE. (This policy is discussed
in further detail on page 11, section III)
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A S S E T
S E R V I C E S

Filling out the Vendor Reimbursement Form

Filling out the Vendor Reimbursement Form and collecting required “Back up” Documentation
Property Address:
Agent Name: John Smith
Make Check Payable To:
REO Trans
Payee:
Address:
City, State:
Maintenance
Preservation
Inspection
Repairs
Vendor Reimbursement Form
Servicer Loan #
20435789
1234 Main Street Anywhere, FL 11290
E-mail:
Phone: [email protected]
4567
m
Must include a W-9 for Payee or upload a W-9 in "My Files" in
John Smith
9812 36th Street
Anywhere, FL
Description
Service
Date(s)
Snow Removal
Lawn Care
HOA Dues
General
Locksmith- Rekey
Winterization/DeWinterize
Securing-Boarding
Services
Trash Out
General
HVAC
Pest
Termite
Roof
General
Flooring
Interior Paint
Exterior Paint
Mechanical- Electrical,
HVAC, Plumbing
Valuation
Appliances
Roofing
Carpentry
General
BPO
Appraisal
General
2
5/1/2008
Tax
ID/SSN:
Zip:
Invoice
Date
11290
Vendor/Provid Amoun
er
t
5/10/20
08
Locksmith R
US
150
M E R I D I A N
Eviction
A S S E T
S E R V I C E S
Attorney Fees
Cash for Keys
General
Utilities
From:
To:
Electric
Gas
Water
Sewer
Genera
l
Other
Total
150
FIGURE 1 example of a completed Vendor Reimbursement Form.
It is critical that this form is filled out correctly with all the necessary information. If
you have questions on how to fill out this form, please contact your Asset Manager for
assistance.

HOW TO COMPLETE THE FORM:
1.
Date:
Provide the date that the invoice is created for the property expense(s).
2.
Asset ID:
Provide the Asset Number for the property. This number can be found on the
Broker Assignment letter received with the listing Agent e-mail notification sent out
from Equator.
3.
Property Address:
Provide the Address for the REO Property expense(s) being submitted. Only one
property can be submitted per Vendor Reimbursement Form.
Please confirm that the address on the VRF matches the address on all the “Back
up” documentation being submitted. If the address doesn’t match up on all the
documentation, then the reimbursement will be denied until further proof of expense
and payment is provided.
4.
Agent Name, Phone and Fax:
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M E R I D I A N
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S E R V I C E S
Provide your name and contact information, if you are the assigned agent to the
property. If you are not the agent filling out this form, then this can be verified by
looking in the Equator system under the agent’s login and list of properties.
5.
Payee, Address and TAX ID/SSN:
The Payee’s complete information needs to be entered in to this section. Always
include the Tax ID/SSN regardless of whether the Agents W9 is already on file in the
Equator system. The Payee’s Address is the where the reimbursement check will be
sent.
Please make sure to have a current W-9 loaded into the Equator system, this should
have been done with your initial registration process of signing onto the Equator
system. Check with your Asset Manager if you have questions on uploading your W-9
into Equator.
6.
Expense(s):
Enter each expense line item separately with the service and invoice dates, vendor
name and amount. If you have questions on how to provide these expense(s) on the
Vendor Reimbursement Form, please contact your Asset Manager for assistance.
7.
Total:
If you have downloaded the Excel file from our website, then this box is already
formatted to calculate the total expense(s), although you should always verify the
total. If filling-in the form by hand, please enter the total sum of expense(s) in this
box.
8.
Submitted by:
The assigned Agent needs to sign, print their name and date to confirm and attest to
the accuracy of submitted VRF and “Back up” documentation. (Electronic signatures
are accepted).
Please confirm and review the form for accuracy. If you have any questions on filling out this
form, please contact your Asset Manager for assistance.

Filled out the Vendor Reimbursement Form and collected required “Back up” Documentation
 Completed Process One
You have now completed the first processes of submitting for approval
for reimbursement.
 Upload Documentation

“Back up” Documentation
All required “Back up” documentation for the expense along with
the Vendor Reimbursement Form will need to be uploaded into the
Equator system in order for the expense to be reviewed and
approved by the Asset Manager.
These documents will no longer be accepted by fax, mail or e-mail. It is mandatory for
the Agents to upload the VRF and all documents pertaining to the expense into ONE
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A S S E T
S E R V I C E S
FILE which will be uploaded into the Equator system as you are entering in the NEW
EXPENSE.
In the Equator system, it will allow for ONLY ONE FILE to be uploaded per each
NEW EXPENSE that is added to the property expense tab. So it is MANDATORY
to scan and/or merge the VRF and all the “Back up” documentation for the individual
expense into ONE FILE that is to be uploaded into the Equator system per line item
expense.
Page 11-section III, will provide further detail on how and where to upload the “Back
up” documentation into the Equator system.
 Enter into the Equator system
Uploading all Documents into the Equator System

All forms and “Back up” documentation will no longer be accepted
by fax, mail or e-mail, if Agent send the information by any one of
the mentioned methods; everything will be returned to the Agent to
enter into Equator and will delay reimbursement.
It is MANDATORY for the Agents to upload the VRF and all documents pertaining
to the expense into ONE FILE which will be uploaded into the Equator system as
you’re entering in the NEW EXPENSE into the system.
SUMMARY OF REQUIRED TASKS FOR REIMBURSEMENT





Correctly fills out the Vendor Reimbursement Form
Collects Required “Back up” Documentation for each Expense(s)
Creates One File containing “Back up” for each line item expense
Enters New Expense into Equator system
Uploads “Back up” Documentation per line item expense into REO Trans
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A S S E T
S E R V I C E S
2
Process
Equator System
Meridian Asset Services requires all expenses & documentation to
be properly entered and uploaded into the Equator system.
I C O N
K E Y
 Upload
Documentation

Filling out
Information
 Enter in REO
Trans
 Asset Manager
Accessing the Equator system,
go to the website at
http://www.equator.com. On the main page, you will need to
login to your account with your established login ID and
Password.
How to use Equator
The Equator system has many useful tools that will help you
efficiently manage your assigned REO properties and expenses.
It will also allow you to track approvals and reimbursements.


Approval
Entering-in a New Expenses and Uploading the VRF and
all “Back up” Documentation
New Expenses are required to be properly entered into the Equator
system along with uploading ONE FILE containing the Vendor
Reimbursement Form and all required “Back up” documentation
for approval by the Asset Manager.
In this section Meridian Asset Services has provided you with
detailed instructions on the policy and procedures to properly enter
in the expense(s) into Equator to ensure reimbursement.
It is critical that you use the following instructions on how to enter
information and upload documents into the Equator system. If the expense(s) are not
entered in properly it will delay your reimbursement. A denial of reimbursement will
occur if required “Back up” documentation is not provided in the Equator system.
Entering in the New Expense(s) into the Equator System
 Entering in NEW EXPENSE(s) into the Equator system
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M E R I D I A N
A S S E T
S E R V I C E S

After you LOGIN to the system, Click MY
PROPERTIES & OFFERS; this will link you to your
assigned REO property list.
To View Properties

Select the property in which the expense(s) apply:
Click on Property to view details.
Click on Property
 Entering in NEW EXPENSE(s) into the Equator system
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M E R I D I A N
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S E R V I C E S

Once you have selected and confirmed the correct
property to apply the expense, you will need to click on
the EXPENSES link.
Click on Link

To enter in a new expense you will need click on the
New Expense tab.
Click on Tab
 Entering in NEW EXPENSE(s) into the Equator system
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M E R I D I A N
A S S E T
S E R V I C E S

Once you have pulled up the New Expense tab you
will need to correctly fill in the designated boxes with
the below instructions

Filling out Information
Filling out the New Expense in Equator:
(1) Detailed Description of Service
(2) Vendor Invoice Number
(4) Upload Documents
(3) Line Item Dollar Amount
Click to Save and Process
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S E R V I C E S



I. Entering in a DESCRIPTION in the box (1).
Format for Providing a Description:
Use the highlighted reference numbers as a tool to assist you in
locating the correct box to enter in the proper information. The
Screen example is on page 8 and 11.
It is the Agents responsibility to enter in the correct description (1) for
the expense by using the following format:
1 The type of SERVICE performed will be entered in first.
The types of services:
Preservation, Maintenance, Repairs, Utilities, Valuation, etc
If you’re unsure or have questions about what service to assign
to your expense, please inquire with your Asset Manager.
Example:
Utilities – 1/12-1/31/2008 – City of Wijiki Utility – Water– 85.00
** Please place a dash between the listed items in the
description**
2 The DATE(S) of the service will need to be provided in the
description.
Example:
Utilities – 1/12-1/31/2008 – City of Wijiki Utility – Water– 85.00
** Please place a dash between the listed items in the
description**
3 The complete name of the VENDOR who provided the
service.
Example:
Utilities – 1/12-1/31/2008 – City of Wijiki Utility – Water– 85.00
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M E R I D I A N
A S S E T
S E R V I C E S



Should the payment need to go directly to the VENDOR, please
enter in (PAYEE) after the VENDOR name; see the following
example:
Example:
Utilities – 1/12-1/31/2008 – City of Wijiki Utility (PAYEE) – Water– 85.00
** Please place a dash between the listed items in the
description**
4 The specific EXPENSE performed.
Example:
Utilities – 1/12-1/31/2008 – City of Wijiki Utility – Water – 85.00
** Please place a dash between the listed items in the
description**
5 The DOLLAR AMOUNT of the specific expense.
Example:
Utilities – 1/12-1/31/2008 – City of Wijiki Utility – Water – 85.00
** Please place a dash between the listed items in the
description**
We have provided additional examples for your reference:
Preservation – 1/20/2008 – Susan’s Lock & Key – Rekey- 100.00
Valuation – 1/28/2008 – Advanced REO – 3rd Independent BPO- 20.00
Repairs – 1/15/2008 – Advance Repairs Inc – Paint Interior- 250.00
Again, if you are unsure as to what information to provide and have
additional questions; please contact your Asset Manager for assistance.
I. In the NUMBER box (2), please enter in the invoice number
from the service provider’s invoice.
Note: If there is not an invoice number, please leave this box
blank.
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M E R I D I A N
A S S E T
S E R V I C E S



II. In the AMOUNT box (3), please enter in the total dollar
amount of the specific line item expense.
III. In the DOCUMENT box (4), it is required to uploading the
“Back up” documentation pertaining to the line item
expense; clicking the “Browser” button and inserting the file
containing the VRF and all documentation for
reimbursement.
IV. Once you have correctly entered in all of the information into
the NEW EXPENSE tab, make sure to save and process
the information by clicking on the SAVE or SAVE AND
ADD ANOTHER button to complete your entry.
(1) Detailed Description of Service
(2) Vendor Invoice Number
(3) Line Item Dollar Amount
(4) Upload Documents
Click to Save and Process
 Entering in NEW EXPENSE(s) into the Equator system
 Completed Process Two
You have now completed the second processes of submitting for
approval for reimbursement.
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A S S E T
S E R V I C E S
 Asset Manager Approval

Approval by the Asset Manager,
once you have entered in the
New Expense into the Equator system and uploaded the required
documentation; the Asset Manager will be notified of the entry via email and will sign-on to Equator to review and approve the expense
for the REO property. Should the Asset Manager need additional
documentation in order to approve the reimbursement, he/she will
contact you with their request.
!
Reimbursement Policies and Deadlines
Again, these procedures are mandatory to receive reimbursements. It is
the responsibility of the Agent to successfully accomplish the above
policy and procedures.

Meridian Asset Services will not be responsible to reimburse late fees
for any services. It is the Agents responsibility to track and manage
their assigned properties to ensure on-time payment of bills and vendor invoices. If a late
fee is incurred on any expense due to lack of timely payment, the Agent will be
responsible to pay and absorb the cost of the late fee(s). Any exceptions must be
approved and authorized by the Portfolio Manager via your Asset Manager.
All expenses should be submitted for reimbursement no later than 15 days from
the date the expense was incurred. Any submission of expenses after this date
WILL NOT be eligible for reimbursement. All backup must be clear and state the
property address on the invoice being submitted for reimbursement. Any submission of
expenses where the property address is not clearly marked on the invoice will not be
eligible for reimbursement.
Meridian Asset Services reimburses vendors on a monthly basis via check and to the
address provided on vendor submitted W-9. Reimbursements are entered by the
Agent/Vendor through the expense module of Equator.
The Asset Manager reviews the expenses and approves or denies the expenses within 48
hours of submission. If denied, the Asset Manager will contact the Agent/Vendor
directly for resolution.
Deadline for submission of expenses by the Agent/Vendor is the 5th calendar day of
each month. All expenses entered up to and including this date will be reviewed for
approval by the Asset Manager for disbursement within the same month.
Disbursement of the submitted reimbursement is processed and mailed out at the end
of each month. For example, an expense submitted on July 5rd that is approved by the
Asset Manager on July 7th will be included on the check disbursement of July 31st.
Should you have any additional questions, please contact your Asset Manager for
assistance.
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A S S E T
S E R V I C E S
Tracking Expenses and Reimbursements
 Tracking Expenses in the REO Trans system

Once you have selected and confirmed the correct
property to apply the expense, you will need to click on
the EXPENSES link.
Click on Link

To view expenses you will need to make sure you are
on the View Expense tab.
Click on Tab
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M E R I D I A N
A S S E T
S E R V I C E S

Once you have selected and confirmed the expense of
inquiry then click on the + (+/-).
Click on the +

Once you have clicked on the +, you can view a detailed
description of the expense; you can view if it the expense
has been approved and if a reimbursement check has been
dispersed.
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M E R I D I A N
A S S E T
S E R V I C E S
Index
Asset Manager Approval, 12
Description Format for Expense, 9
Entering Expenses in Equator, 6
Late Fees, 12
Reimbursement Policies, 12
Reimbursement Deadlines, 12
Equator, 5
Summary of Tasks, 4
Tracking Expenses,13
Tracking Reimbursements, 13
Uploading Documents, 11
Vendor Reimbursement Form (VRF), 2
VRF Details, 3
16