S&I Nonemployee (Stake Teacher) Reimbursement Form Instructions

Last Updated: 26 October 2017 at 06:43

Instructions

Reimbursements may be given in areas where the Area Presidency has approved travel reimbursement for transportation expenses for stake seminary and institute of religion teachers and stake seminary supervisors. The stake president, in consultation with the coordinator, determines appropriate reimbursement for travel expenses for teachers and supervisors in his stake.

Whenever possible, this form should be completed electronically to reduce work and increase accuracy. The United States and Canada reimbursement form is designed to be completed electronically so that it can be read by IAN (the Church’s payment program).

Step 1

Download and open the appropriate reimbursement request form.

Step 2

Enter your personal information, including name, address, telephone number, and other contact information.

Note: If you are completing the U.S. and Canada form, the “ship to” address information will be automatically completed for you with the same information you entered above.

Step 3

Enter the mileage reimbursement rate in effect for the dates of travel. If travel crosses multiple rates, separate the travel into two separate requests.

Note: If you do not know the reimbursement rate, contact your S&I representative.

U.S. and Canada only: The invoice date and invoice number will be automatically completed for you.

Step 4

If you made the same trip several times, record that travel in the Recurring Travel section. (For trips to different locations, use the Varied Travel section instead.)

  1. Enter the starting and destination addresses.
  2. Describe in detail the purpose of the travel.
  3. Enter the round-trip distance in miles or kilometers, and any fare or toll costs.

Note: We recommend that you use an online map tool or application (such as Google Maps) to calculate the distance from your starting point to your destination. Print the map and include it as a supporting document (see Step 10).

    1. Enter the month of travel for each month of recurring travel.
    2. Place a checkmark next to each day you traveled the route you entered above.

    Note: If you are completing the form electronically, the amount is automatically calculated for you. If the recurring travel totals aren’t automatically calculating, ensure that you entered the reimbursement rate in Step 3.

    Note: If you are completing the form by hand, do the following to calculate the total reimbursement for recurring travel:

    1. Count the number of days traveled.
    2. Multiply that number by the amount of a recurring trip (for example, kilometers × rate + fares or tolls).

    Step 5

    Enter all other travel in the Varied Travel section. Include the date, starting point, destination, purpose, mileage, and any fares or tolls.

    Make sure to provide detailed names or addresses for your starting points and destinations (such as “Jordan Institute” or “Delhi Stake Center”). The names should be specific enough to allow another person to locate the addresses based on your description.

    Note: Do not skip lines, and enter each leg of the trip separately.

    Note: If you are completing the form electronically, you may use the Additional Varied Travel tab to enter any additional varied travel.

    Step 6

    Enter non-travel expenses that were pre-approved for reimbursement in the Receipts section. (If you are completing the U.S. and Canada form, go to the Receipt Detail tab and enter the non-travel expenses there.)

    1. Enter each receipt on a separate line (do not skip lines).
    2. For each receipt, enter the merchant name and the purpose.
    3. If known, enter the applicable account code.
    4. Enter the amount of the receipt.

    Note: Do not include personal items on this reimbursement form. Whenever possible, purchase S&I items on a separate transaction and receipt from personal items.

    Step 7

    U.S. and Canada only: Enter the name of the program where you teach in the Notes section of the Reimbursement Request tab. Then add any additional information that may be needed in order to understand the purpose of your travel and purchases. The more you explain in this comment area, the fewer questions will need to be asked.

    Step 8

    If you completed the form electronically, print each page you completed.

    Step 9

    Sign the reimbursement request. Obtain any needed approval signatures.

    Step 10

    Attach detailed receipts to support all non-mileage amounts. Also attach any additional supporting documentation, such as maps.

    Step 11

    Submit the reimbursement request to your S&I representative.