Reimbursement Form

How to get reimbursed from SCRA

SCRA funds are available for approved reimbursement of travel expenses, other approved expenses, or grant awards.  There is a different procedure for each of these three categories. 

APPROVED TRAVEL EXPENSES:

  1. Complete the Travel Expense Form
  2. Print and sign the Travel Expense Form.
  3. Scan the signed Travel Expense Form and all receipts and email them to the SCRA Treasurer.

You are responsible for keeping all the original receipts. Remember that you will only be reimbursed for up to the per diem limits for the city in which you traveled.  These limits can be found at http://www.gsa.gov/portal/content/104877

OTHER (Non-Travel) APPROVED EXPENSES

Follow the same instructions as for travel expenses (see above), but use the Disbursement/Reimbursement Form.

DISBURSEMENTS FOR GRANT AWARDS (e.g., policy grants, community mini-grants, CEP grants)

SCRA grantees are encouraged to have checks issued to their employer/institution or other organization to avoid tax consequences associated with receiving the funds directly.

However, it is possible that the checks can be issued to the individual grantee directly. In that case, the individual grantee must choose one of the following three options:

  1. Receive payment up front and provide a W-9 (see below) to APA and receive a 1099 tax form for the amount of the award from APA at the end of the year.  You would then subtract any expenses associated with the award on your tax return to avoid paying taxes on income that was not really yours.  
  2. Receive payment up front, provide a W-9, and then submit receipts for expenses to APA.  APA would then issue a 1099 only for the amount of the award not substantiated with receipts
  3. Not receive payment up front, but apply for reimbursement of expenses as they occur.  No W-9 or 1099 provided (except for individuals who were paid $600 or more for their work). 

In any case, when payment is requested of SCRA, the grantee should complete the Grant Award Form  as well as the APA Disbursement/Reimbursement Form. In addition, all grantees should include a W-9 (see below), either for themselves (if using one of the options above) or for their institutions. Put the amount of the requested disbursement on line 27, Grants to Other Organizations, account #58020.

Email the forms to the SCRA Treasurer AND to minigrants@scra27.org, AND to the Grant Administrator of the committee or council awarding the grant (the disbursement will not be processed without the approval of the Grant Administrator). If options 2 or 3 above are chosen, you must include digital copies of all receipts in your email. 

You are responsible for keeping the original receipts. 

International Members

Travel expenses for international members –

Follow the same instructions as above for travel expenses.  You will receive a U.S. check unless you request a wire transfer. If you would prefer a wire transfer, you should email the completed “International Wire Transfer” form to the Treasurer.

Other (non-travel) approved expenses –

Follow the same instructions as above for non-traveled approved expenses - You will receive a U.S. check unless you request a wire transfer.  If you would prefer a wire transfer, you should email the completed “International Wire Transfer” form to the Treasurer.

For grants –

Follow the same instructions as above for grantees.  However, substitute the W-8BEN Form for the W-9 (for individuals, organizations should use the W8-BEN-E). You will receive a U.S. check unless you request a wire transfer.  If you would prefer a wire transfer, you should email the completed “International Wire Transfer” form to the Treasurer.

Important! IRS Forms

Anyone getting a disbursement not supported by receipts (e.g., grantees) choosing options #2 or #3 should submit a W-9 to APA along with their form (either by mail or email).  This is true whether or not the recipient is an individual or an institution. A W-9 a form is submitted by an income recipient to the issuer of payment identifying their SSN and address. You can use this link: https://www.irs.gov/pub/irs-pdf/fw9.pdf

A 1099 is a tax form issued by a non-employer to a recipient indicating the amount of payment received by the recipient for the year – which the recipient submits with his/her tax return.