1. 2011 RRFC Institute Expense Reporting Robert Huml – AP Manager Erinn Delaney – AP Sr. Supervisor

2. 2011 RRFC Institute What does Accounts Payable (AP) do? Makes sure requests are in compliance Processes all payment requests Accounts Payable

3. 2011 RRFC Institute Rotarian completes expense statement Rotarian sends statement to Staff Liaison Staff Liaison reviews/approves statement Staff Liaison submits statement to AP AP reviews and processes the payment The Flow of the Expense Statement

4. 2011 RRFC Institute Go to: www.rotary.org > Members> General Information>Travel Serviceswww.rotary.org RITS Volunteer travel & expense reporting policies Rotary Payee Information Form Payment Guidelines for Rotarians/FAQ Expense Statement Guidelines for Submitting Expense Statements Where to find information:

5. 2011 RRFC Institute Guidelines for using RI Exchange Rates RI Rates Mileage Reimbursement Rates Reimbursable Activities of Spouse Form Valid Proof of Payment Additional Documentation Requirements by Country Where to find information (continued):

6. 2011 RRFC Institute Rotary Travel & Expense Reporting Policy Identifying information Business purpose Number of Attendees/Business Relationship Eight Key Items to Remember:

7. 2011 RRFC Institute Supporting Documentation Mileage Rates Exchange Rates Routing and Approvals Eight Key Items (continued):

8. 2011 RRFC Institute www.rotary.orgwww.rotary.org > Members> General Information>Travel Services Blank Expense Statement Blank Expense Statement (Excel) Save a copy to your computer Expense Statement Walkthrough

9. 2011 RRFC Institute Questions or Comments?