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Important! The APA released new reimbursement and travel reimbursement forms for 2020. Those new forms are linked on this page. Do not use any old versions of these forms. The new versions all have v.2020 in the file name.
ALSO - effective March 18, 2020, APA has no ability to write checks for payment. To receive a payment you will need to complete and submit an ACH form with your disbursement form to allow direct deposit (except for international payments that can be made via wire transfer, incurring a $20 wire fee).
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. This is true even if your travel does not exceed the applicable per diem rate. 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.
In addition to the amount requested, please make sure you look at and complete the highlighted sections as needed. Please complete the Name, Address, Phone section; then place an X in the boxes as appropriate – if you have included a W8 or W9 form; if you have included copies of receipts/invoices; if you are requesting a wire transfer and have included the wire transfer form included in the instructions; if your payment set up for direct deposit via current or prior submission of an ACH form.
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:
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. After ensuring that the form is completed correctly, including the name and address of the grantee or recipient of the funds (e.g., employer or university), the grant administrator will then forward the forms to the SCRA Treasurer for processing (disbursement requests coming directly from the grantee will not be accepted). If options 2 or 3 above are chosen, you must include digital copies of all receipts in your email. The grantee is responsible for keeping the original receipts. Grant administrators are responsible for ensuring that all the needed documentation (e.g., signed W-9, receipts labeled with the reason for the expense) is included with the completed disbursement form before sending the materials to the Treasurer.
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 (typically $20) 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.
Note: APA does not submit W-9 forms to the IRS is the amount is under $600, however they still need the signed W-9 for their records.