2020-2021-Accessing-Funds-Reimbursement-Packet-1

2020-2021 Accessing Funds Reimbursement Packet Student Activity and Program Fee Board (SAPFB) 2445 Campus Road, Hemenway Hall 220 Honolulu, HI 96822 Phone: 808-956-4842 Email: sapfb@hawaii.edu Website: manoa.hawaii.edu/sapfb Table of Contents *Please read all sections listed in this packet More information can be found on the SAPFB website Failure to comply with SAPFB reimbursement guidelines may result in an automatic forfeiture of awarded and future funding Guidelines I II III IV V VI VII General Information Funding Reallocation Line Item Eligibility for Reimbursement Receipt Requirements Fees Collected Example SAPFB General Reimbursement Checklist Additional Specifications Checklists a Venue, Equipment, Rental, and Shipping b Lodging c Registration d Car Rental e Airfare f Non-Personnel Service (NPS) g Interdepartmental Order (IDO) 3 4 6 6 8 Forms VIII IX X XI XII XIII XIV Individual/Organization Reimbursement Request Form Interdepartmental (IDO) Request Receipt Log Receipt Template Clarify Line Items Fees Collected Outside Funding Page 10 11 12 13 14 15 I General Information • • • • • • • All reimbursement materials may be dropped off at our secured SAPFB mailbox located outside of Campus Center 208 or to our office at Hemenway Hall 220 during posted office hours Deadline for reimbursement materials is 14 days after event date Additional materials not listed in this packet may be requested under special circumstances If additional materials are required, three (3) extension deadlines will be issued; failure to submit materials by the final deadline will result in an automatic forfeiture of awarded funds All unused award amounts will revert back to SAPFB and will not be applicable towards other expenses relating to the event or future, proposed events SAPFB cannot reimburse UH Foundation Late reimbursement materials will not be accepted No exceptions II Funding Reallocation Automatic reallocation of award amounts is not allowed Reallocation can only be considered between existing line items in the original award letter If you would like to request reallocation, send an email to sapfb@hawaii.edu addressing the situation The board will consider and vote on reallocation requests that contain extenuating circumstances only The request will be deliberated and communicated via email within 7-14 days III Line Item Eligibility for Reimbursement *ELIGBLE line items (including but not limited to): • • • • • • Food Event/project supplies Advertising/printing Lodging Registration Room/venue • • • • • Rentals Equipment rentals Non-personnel services Airfare to conferences or competitions Transportation • Out-of-state vehicle rental insurance (collision damage waiver only) • Club dues (including national chapter registration or membership dues) Daily operational costs Operating equipment Penalties *INELIGIBLE line items (including but not limited to): • • • • • • • Fundraising Gas Parking Additional vehicle rental insurance Prizes/gifts Salaries/wages Honorariums • • • • • Alcohol/drugs Per diem Bar fees/dues Tips/gratuities Costs related to the planning/presentation of fundraising events *For other limitations in purchasing, see APM A8.225 Limitations in Purchasing Page • • • IV Receipt Requirements All receipts must meet the following criteria Criteria Additional Information 1) Be ORIGNAL and UNALTERED Receipts must be submitted in their original format Duplicates, photocopies, and pictures of receipts are ineligible for reimbursement Receipts must be unaltered; ex taping over the ink or stapling receipts will render them ineligible for reimbursement Must show the grand total and price breakdown (price per unit and description of line items) If line items are unclear, a Clarify Line Items form must be submitted Receipts from restaurants or other food establishments must be accompanied by a menu from the vendor; prices on the menu must match the prices listed on the receipt Must match the event date(s) Food purchases made prior to the event date(s) must be accompanied by a signed and dated memo explaining why an early purchase was made Must show vendor’s name, address, and contact information Must show a $0 balance or paid indication such as a “PAID” stamp Receipts that show a balance due are not applicable for reimbursement Must show the method of payment (card, cash, check) Payments using gift cards are ineligible for reimbursement Prices on receipt must correctly add up to the grand total 2) Be ITEMIZED/DETAILED 3) Be DATED 4) Show VENDOR’S INFORMATION 5) Show PROOF OF PAYMENT 6) Show METHOD OF PAYMENT 7) Show CORRECT AMOUNT V Fees Collected Example If your organization charged a fee to attend your event, you are required to submit a list of attendees and indicate the amount collected from each attendee See example below: Attendee John Doe Jane Doe John Adams John Hancock John Smith John Wick Total Amount Collected $1.00 $1.00 $5.00 $1.00 $1.00 $1.00 $10.00 Painting Club was awarded $50 for Food/FS They spent $50 in food costs The club charged a fee of $1 per member and $5 per guest Five members and one guest attended, therefore, the club collected a total of $10 Due to the $10 in fees collected, this is considered income so they will only be eligible to receive $40 in reimbursement instead of $50 Reimbursing more than this amount without additional documentation would mean that Painting Club has profited from this event using SAPFB funds, which is not permitted The Painting Club also happened to purchase $20 worth of food supplies After submitting the additional documentation, Painting Club was able to justify that their $10 income went toward their event and was reimbursed their full award of $50 Page VI SAPFB General Reimbursement Checklist Reimbursement and IDO requests must include all of the following documents listed in the table below Checklists for additional specifications are required for certain line items and can be found on pages to Other supporting documents not listed in this table may be requested under special circumstances Document Additional Information 1) Reimbursement/IDO Request Form If you are an individual or RIO/organization requesting reimbursement, submit a Reimbursement Request Form If you are a UH department requesting reimbursement, submit an IDO Request Form Must be a flyer, program, or brochure Must show the event title, date, and location 2) Event Flyer 3) Receipt Log 4) Receipt Template(s) 5) Clarify Line Items* *skip if line items are clear 6) Copy of card/check* *skip if paid by cash 7) Bank statement* *skip if paid by cash 8) Fees Collected Form 9) Outside Funding Form 10) WH-1 Tax Form* *skip if inapplicable or requesting IDO 11) W-9 Tax Form* *skip if inapplicable or requesting IDO See the example listed on the Clarify Line Items form (page 13) All information except for the accountholder’s name and last digits of the account number may be redacted All information except for the eligible line items, accountholder’s name, and last digits of the account number may be redacted If you are an individual requesting reimbursement, submit a WH-1 for the current year; forms from previous years will not be accepted The address on the WH-1 must match the address on the Reimbursement Request Form, as the check will be mailed to that address Electronic signatures will not be accepted The WH-1 form can be found on the Resources tab of the SAPFB website If you are an organization requesting reimbursement, submit a W-9 Electronic signatures will not be accepted The W-9 form can be found on the Resources tab of the SAPFB website Page VII Additional Specifications Checklists The following additional specifications are required for line items listed in these checklists a Venue, Equipment, Rental, and Shipping Specification Additional Information 1) Receipt Must meet section IV Receipt Requirements criteria (page 4) Receipt must show rental dates Rental periods outside of the event dates are ineligible for reimbursement Invoices must include location of items shipped and date of shipment arrival 2) Shipping invoices* *skip if inapplicable b Lodging Specification Additional Information 1) Itemized folio from the lodging establishment Must meet section IV Receipt Requirements criteria (page 4) Folio must include dates of stay, rate per night, and an itemized breakdown of the charges listed Lodging periods outside of the event date(s) are ineligible for reimbursement The list of attendees must include the names of all guests and must indicate the room that each guest stayed in Be sure to number the list of attendees 2) List of attendees c Registration Specification Additional Information 1) Receipt Must meet section IV Receipt Requirements criteria (page 4) Registration receipt must include attendees’ names and conference or competition name If your event is a conference or convention where multiple students are attending, submit a list of their names verifying that they are attendees of the event Be sure to number the list of attendees 2) List of attendees d Car Rental Specification Additional Information 1) Economy-class car rental receipt Must meet section IV Receipt Requirements criteria (page 4) Must include the rate per day and rental dates Car rental periods outside of the event date(s) are ineligible for reimbursement The most economical car class (economy) must be selected for car rentals If you did not select economy, provide a price comparison from the car rental website of the most economical car class If there is an extenuating circumstance that restricts you from selecting an economy-class car, submit a signed and dated memo explaining why a different car class was purchased 2) Price Comparison* *skip if economy-class car was selected 3) Economy-class car memo* *skip if economy-class car was selected Page e Airfare Grace Periods Mainland and international flights Interisland flights Arrival must be no earlier and Arrival must be on the same day departure must be no later than the event starts and departure 24 hours prior to the start and must be on the same day the end of the event, respectively event ends Document Additional Information 1) Original airfare itineraries Must meet section IV Receipt Requirements criteria (page 4) Itineraries must show the passenger name(s), travel dates compliant with the grace period, and departure and arrival locations The original boarding passes for all individuals seeking reimbursement must be submitted; copies of boarding passes are ineligible for reimbursement Electronic boarding passes may be printed out If you are unable to submit the boarding passes, submit a signed and dated memo explaining the discrepancy and include the phrase "If the boarding passes are found/obtained, I will not seek reimbursement from any other UH department." If your event is a conference or convention where multiple students are attending, submit a list of their names verifying that they are attendees of the event Be sure to number the list of attendees If travel dates are outside of the grace period, submit a signed and dated memo explaining the travel discrepancy If travel dates are outside of the grace period, three airfare quotes must be submitted The quotes must be within the event dates and must be obtained from three separate, major travel agencies (ex Expedia, Priceline, Travelocity, Orbitz) SAPFB will reimburse the cheaper of the two amounts (the original itinerary or the cheapest of the three quotes) If you are flying personnel (ex guest speaker) to your event, submit a copy of the Letter of Invitation (from organization TO contractor) If you are flying personnel (ex guest speaker) to your event, submit a copy of the Letter of Acceptance (from contractor TO organization) 2) Original boarding passes 3) List of attendees 4) Travel dates memo* *skip if compliant with grace period 5) Three airfare quotes* *skip if compliant with grace period 6) Letter of Invitation* *skip if inapplicable 7) Letter of Acceptance* *skip if inapplicable Page f Non-Personnel Services (NPS) NPS reimbursements are processed through an IDO request only RIOs and individuals may NOT pay for NPS, as the contract is between the UH department and the contractor Please contact your home department first to complete the necessary steps for an IDO Document Additional Information 1) Letter of Invitation 2) Letter of Acceptance 3) Contract between two parties The Letter of Invitation is from the organization TO the contractor The Letter of Acceptance is from the contractor TO the organization If you are submitting an IDO request, you may utilize the NonPersonnel Services Contract (OPRPM Form 63) found on the Resources tab of the SAPFB website All fields of OPRPM Form 63 must be completed and signed Please note that RIOs and individuals may NOT utilize OPRPM Form 63 OPRPM Form 63 is to be used by UH departments and UH programs only Must meet section IV Receipt Requirements criteria (page 4) Service periods outside of the event dates are ineligible for reimbursement 4) Invoice for service(s) provided g Interdepartmental Order (IDO) After the IDO is approved by SAPFB: The department that is being reimbursed must process an Internal Billing (IB) through KFS in order to release the reimbursement funds to their UH account Document 1) IDO Request Form 2) Proof of payment 3) Copy of P-card* *skip if inapplicable 4) P-card bank statement* *skip if inapplicable 5) KFS Purchase Order (UH PO)* *skip if inapplicable Additional Information Must be in the form of purchase order, KFS screenshot, or P-card and bank statement If department paid through P-card, submit a copy of the P-card All information except for cardholder’s name, and last digits of the Pcard may be redacted All information except for the eligible line items, accountholder’s name, and last digits of the account number may be redacted If department paid through KFS, submit a copy of the purchase order and include the KFS document ID number Payment must be cleared before SAPFB can release funds Page Individual/Organization Reimbursement Request Date submitted to SAPFB: _ Name of organization as listed on award letter Name of event as listed on award letter Location of event Date(s) of event Name of 1st contact person Phone number and email Name of 2nd contact person Phone number and email Name of individual/organization requesting reimbursement Phone number and email Mail check to (street number and name, city, state, zip): Address must match WH-1/W-9 tax form □ Check here to confirm the above address is not a UH Student Resident Housing address □ Check here to confirm the above address matches the address listed on the WH-1 or W-9 tax form If you are unable to check both of the boxes, email sapfb@hawaii.edu for more information Is the payee a UH faculty member? TAs and student workers are not faculty members □ No If no, sign and date the bottom of the form □ Yes Job title: _ Bargaining Unit: _ I certify that the payee has incurred expenses on behalf of the organization for purposes stated above Signature by member not being reimbursed, printed name, title of member Page Date Interdepartmental (IDO) Request Date submitted to SAPFB: _ Name of organization as listed on award letter Name of event as listed on award letter Location of event Date(s) of event Name of 1st contact person Phone number and email Name of 2nd contact person Phone number and email Name of UH department requesting reimbursement UH department email UH department address Signature of preparer, printed name, title of preparer Date Page 10 Receipt Log All receipts in this form must meet section IV Receipt Requirements criteria Receipt # Vendor Line item from award letter Date of receipt Date of event Amount to reimburse from this receipt 10 11 12 Reimbursement total: $ *Shall not exceed award total Page 11 Receipt Template Use one template per receipt Make additional copies as needed Receipt # of Tape receipt in this box* *If your receipt is on a letter paper, you may include it as is Place of purchase (business/vendor name) *If your receipt is longer than this form, elongate the form by attaching another sheet of paper at the bottom of this form using tape The receipt must fit on one long sheet to allow our office to scan them Name of purchaser Name of individual/organization/UH dept requesting reimbursement (if different from purchaser) *Tape around the receipt so it adheres to the form but DO NOT TAPE OVER THE INK Taping over the ink will fade the receipt, rendering it ineligible for reimbursement Date of receipt Date of event *Do not staple, cut, or modify receipts Award line item(s) Ex Food/FS, Materials & Supplies, Airfare Payment method Ex cash, card, check Last digits of card used Amount being reimbursed from receipt (matched to receipt log) Page 12 Clarify Line Items Use one form per Receipt Template Make additional copies as needed Receipt # of Item description verbatim from receipt Item clarification Item amount Example: TC WHT RND Table cloth, white & round $1.00 Page 13 Fees Collected If your organization did not collect any fees, skip to the bottom to sign and date this form If your organization charged a fee to attend your event, documents for either #1 or #2 are required* *Any fee charged to attend your SAPFB-funded event is considered income Fees will be subtracted from your reimbursement total unless you can provide that income was used for other event-related expenses If you have additional event-related expenses, SAPFB will recalculate the amount to which your organization is entitled to Submit the following: Document Additional Information 1) Signed Fees Collected form 2) List of Attendees and amount collected from each attendee Must include the total amount collected from each attendee Be sure to number the list of attendees See example on page 3) Additional receipts for other event-related purchases Must meet section IV Receipt Requirements criteria (page 4) 4) Copy of the card/check used for the additional receipts* *skip if paid by cash All information except for the accountholder’s name and last digits of the account number may be redacted 5) Bank statement for the additional receipts* All information except for the eligible line items, accountholder’s name, and last digits of the account number may be redacted *skip if paid by cash If you not have additional event-related expenses, SAPFB will pay receipt total(s) up to the award amount, minus the income collected Submit the following: Document Additional Information 1) Signed Fees Collected form 2) List of Attendees and amount collected from each attendee Must include the total amount collected from each attendee Be sure to number the list of attendees See example on page Name (print): _ Signature: _ Date: _ Page 14 Outside Funding One copy is required from each organization/department per event If your outside funding changes, submit an updated form to the SAPFB office Your organization Event name Did or will your organization/department receive funding from any other source(s) to help pay for items for this same event (ex UH Foundation, other departments)? Please check: _ Yes If yes, continue to #2 _ No If no, please sign and date the bottom of this form Do you know exactly how much you will use from this additional source? Please check: _ Yes If yes, continue to #3 _ Funds cancelled If no, please sign and date the bottom of this form Did or will any of these funding sources pay for the same invoices or quotes you are submitting to SAPFB? Please check: _ Yes If yes, continue to #4 _ No If no, please sign and date the bottom of this form Outside Funding Table Source(s) Example: Biology Department Line item(s) Food Amount(s) used or might receive $500 for remaining balance on invoice WARNING: Falsification of this information will result in the forfeiture of current and future funding By signing, you confirm the information provided above is accurate to the best of you and your organization’s knowledge Name (print): _ Signature: _ Date: _ Page 15