Form 14 - Expense Voucher Reimbursement Form and Instructions

Form 14 - Expense Voucher Reimbursement Form Excel

Form 14 - Expense Voucher Reimbursement Form PDF Fillable

Form 14 - National Leadership Expense Voucher (NLC) Reimbursement Form

FORM 14 GUIDELINES AND INSTRUCTIONS

SCORE chapters and volunteers are required to submit a completed and properly authorized Form 14 to the SCORE National Office in order to be reimbursed for out-of-pocket expenses, and/or chapter operating expenses that are incurred to support the mission of SCORE.
Chapters 6 and 7 of the SCORE Operating Manual (SOM) provide additional details and guidelines about the SCORE Total Expense Reimbursement System and for acceptable uses of funds.

FEDERAL GRANT GUIDELINES - SCORE is funded through the SBA and reviews all Form 14s to determine if the expenses are allowable per federal grant guidelines. We’ve included additional information about specific expenses in the instructions listed below.

BUDGET LIMITATIONS - The total amount that will be reimbursed to a chapter and volunteers is limited to the field budget allocated by SCORE.

Contact the SCORE Accounts Payable Department at 1-800-634-0245 if you have questions about specific expenses.

INSTRUCTIONS:
Box 1: District, Chapter and Fiscal Year - Enter the District and Chapter numbers plus the Fiscal Year. Enter 0000 in the Chapter number box for District expense reimbursements. Current year federal grant funding cannot be applied to prior, fiscal-year expenses.

Box 2: Payee - Enter the name of the Chapter or Volunteer who is requesting the reimbursement – the Claimant. Enter the Vendor name in the Payee field when a Chapter is requesting a direct payment for goods or services.

Box 3: Social Security Number - The last 4 digits of the social security number are required for Volunteer reimbursement requests.

Boxes 4, 5 and 6: Address, Email, and Telephone Number - The Form 14 requires a complete mailing address, email address and telephone number. Please indicate if your mailing address has changed recently by using the check box and by adding a note somewhere on the form. The email address and telephone number are used by the A/P staff to contact the Payee if the form is incomplete or unclear.

Box 7: Expenditures - Enter details for each expense item in the appropriate columns.

• Date – Enter the Travel or Transaction date. Items listed for reimbursement, where the transaction occurred in the prior fiscal year cannot be reimbursed.
• Explanation Fields - Enter an explanation and vendor name for out-of-pocket, and for office administration expenses. Enter the starting and ending locations as well as the purpose of the trip for travel reimbursements. If necessary, write additional details on the receipts attached to the Form 14 to provide information needed to document the purpose of the expense and to categorize it correctly in our accounting system.
• Mileage, Airfare, Tolls & Parking, Per Diem and Lodging - Enter amounts for each expense in the appropriate column. The amounts that SCORE will reimburse for travel expenses, may be limited by SCORE’s management, or by the Regional and District Directors prior to an event, meeting or conference.
  • Mileage - SCORE’s Board of Directors acknowledges that volunteers use personal vehicles to conduct SCORE business. The current Board-approved mileage rate is .25 per mile. The PDF fillable and the Excel versions of the Form 14 calculate the reimbursement automatically for each line.
  • Airfare – SCORE will reimburse charges for economy/coach class, non-upgraded fare, plus the cost of one checked bag. Priority seating charges are not covered. Excess baggage charges will be covered only if the luggage is required to transport equipment and/or documents for a meeting.
  • Tolls, Parking, Fares - Reasonable parking and toll expenses will be reimbursed. Valet parking will be reimbursed only when it is mandatory. Reasonable expenses for taxi or shuttle services are covered. Charges over $25 must include a receipt. All expenses must include an explanation.
  • Per-diem is an allowance that is paid for meals and incidental expenses incurred when traveling (in lieu of the amount for actual receipts) while an individual is on official business for SCORE for more than 12 hours.
    • SCORE uses the per-diem rates published by the U.S. General Services Administration (GSA) (www.gsa.gov), which have been pre-determined based on locations.
    • The first and last days of travel are reimbursed at 75% of the published rate.
    • Actual expenditures for meals and incidentals can be submitted on the Form 14. However, SCORE will not reimburse expenses in excess of the published per-diem rate.
  • Lodging rates must be reasonable when compared to the acceptable rates published by the GSA. Luxury accommodations are not covered.

• Meeting Expenses – Enter the name of the vendor and the type of expense in the explanation section.
  • Meals purchased for meetings are limited to the published per-diem rates per individual.
  • Meeting expenses must be supported by a list of attendees. The names of the individuals attending a meeting can be included on the receipt or on a separate list.
  • Per SBA grant guidelines, SCORE cannot provide reimbursements for purchases of alcoholic beverages or entertainment expenses.
  • SCORE will not reimburse meeting expenses for guests of attendees (for example, spouses, family members, and friends).
• Chapter Expenses – check the SCORE Operating Manual (SOM) and the Chapter Accounting Policies and Procedures Manual for specific information about the types of operating, administration and program expenses that SCORE will reimburse to chapters using federal grant funding. Please note that:
  • Chapters must use a Form 14 when they are submitting a reimbursement request for expenses which they have already paid to volunteers and vendors.
    • SBA guidelines specifically excludes gifts and gift cards.
    • Shirts, caps and other items that have a SCORE logo for promotional purposes will not be reimbursed with federal grant funding. Reasonable expenses for pens and paper are acceptable.
    • SCORE cannot reimburse any expenses that are incurred for chapter fundraising.Copies of invoices, volunteer vouchers, and receipts must be attached for all chapter expenses.
• Non-Reimbursable Expenses - In addition to any travel expenses that are unallowable per federal guidelines, following are examples of expenses that will not be covered by SCORE. This list is not intended to be all-inclusive.
  • Medicines,
  • Laundry and dry cleaning services,
  • Child care or pet boarding,
  • Lost or stolen items, including baggage,
  • Personal items (such as toothpaste) or clothing,
  • Traffic or parking fines,
  • Rental car “add-on” items, such as a navigation system,
  • Travel insurance or rental car daily collision, damage waiver or loss waiver insurance,
  • Maintenance, damage, or loss associated with personal vehicle.

Questions? Please contact the SCORE Accounting Department at accounting@score.org if you have questions about expenses that have not been discussed in these instructions or the SCORE Operating Manual.

Boxes 8 and 9: Subtotals and Total Amount Claimed – The Excel and PDF fillable versions of the Form 14 will total columns automatically. A total for each claim must be entered in the last column of line 9.

Box 10: Signature of Claimant, Payee - Form 14s must be signed by the claimant to be considered for further processing. Chapter reimbursements and direct vendor payment requests must be signed by an officer of the chapter. SCORE will accept an email request accompanying a scanned Form 14, if it includes the request and proper authorization. For clarity, SCORE requires that the Printed Name and Title be included in the signature box.

Box 11: Authorization –

• Volunteer reimbursements are authorized and submitted at the discretion of the Chapter Chair or his/her designate.
• The District Director may elect to approve all expenses submitted for reimbursement within his/her District.
• The District Director must approve Form 14s for Chapter Chairs, Assistant District Directors, and for reimbursements paid directly to the Chapter.
• An Assistant District Director’s reimbursement requests for expenses related to counseling may be approved by the Chapter Chair.
• Form 14s for District Directors must be approved by the SCORE Vice President of Finance or his/her designate.
• Form 14s submitted by Regional Directors require the approval of the Vice President of Field Operations.

Submitting Form 14s – Properly authorized Form 14s should be submitted to SCORE National

Via email to accounting@score.org
Via mail to The SCORE Association, 1175 Herndon Parkway, Suite 900, Herndon, VA 20170
Via fax to 703-487-3066

Voucher Processing - The SCORE National office processes expense vouchers daily and mails payments weekly.