S&I Nonemployee (Stake Teacher) Reimbursement Request Instructions

Last Updated: 12 May 2020 at 12:15

Instructions

In some areas the Area Presidency has approved 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 if reimbursements are appropriate for travel expenses for teachers and supervisors in his stake.

Whenever possible, this form should be completed electronically to reduce work and increase accuracy. (For the United States and Canada, the form should 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 in Adobe Acrobat. If the form is not opened in Acrobat, the buttons may not work. See “S&I Nonemployee (Stake Teacher) Reimbursement Forms.

If necessary, click the green Currency Selection button at the top. In the window that appears, select the number of decimal places, the type of separator, the currency symbol location, and the currency symbol to use, and then click OK.

Step 2

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

Step 3

Enter an invoice date.

For the invoice number, click the red New Invoice Number button next to the field. A number will automatically be added. If you are filling in the form by hand, the invoice number is the date plus the time. For example, for 10 June 2019 at 4:30 p.m., the number would be 1906100430.

Note: The larger red Reset Form button at the top will clear all the fields.

Step 4

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

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

Step 5

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, along with 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 each month of recurring travel.
  2. Check the box for each calendar 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 4.

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 for a recurring trip (for example, kilometers × rate + fares or tolls).

Step 6

Enter all other travel in the Varied Travel section. Include the starting point, destination, purpose, date, 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 “Riverton North Stake Center”). The names should be specific enough to allow another person to locate the addresses based on your description.

Note: Enter each leg of the trip separately.
 
Note: If you need to enter more additional varied travel, fill out another form or attach the same information on another sheet.

Step 7

Enter non-travel expenses that were preapproved for reimbursement in the Other Expenses section.

  1. For each receipt, enter the merchant name and the purpose.
  2. Enter the account code, if known, and the amount of the receipt.

Note: Do not include personal items on this reimbursement form. Whenever possible, transactions and receipts for S&I items should be separate from those for personal items.

Note: If you need to enter more expenses, click the purple Add Page () button. A second page will appear where you can enter more expenses.

Step 8

If you completed the form electronically, print the page.

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.