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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.
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
Follow the same instructions as for travel expenses (see above), but use the Disbursement/Reimbursement Form. The Disbursement/Reimbursement Form must be sent in the original Excel format. Do not print and/or convert it to a pdf.
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:
In any case, when payment is requested of SCRA, the grantee should complete 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.
The Disbursement/Reimbursement Form must be sent in the original Excel format. Do not print and/or convert it to a pdf.
Email the forms to the Grant Administrator of the committee or council awarding the grant. The Grant Administrator will then forward the forms to the SCRA Treasurer for processing (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.
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 W-8EXP Form Foreign Tax Exempt Entities, here are the instructions for that form). 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. The cost of the wire transfer will be deducted from your award.
It is possible to have APA directly deposit your reimbursement to your bank account. Just complete the ACH Form and include that form in your reimbursement request.
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.