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Important! The APA released new reimbursement and travel reimbursement forms in 2022. Those new forms are linked on this page. Do not use any old versions of these forms. The new versions all have v.2022 in the file name.
ALSO - since March 18, 2020, APA has had no ability to write checks for payment due to COVID. To receive a payment you will need to complete and submit an ACH form with your disbursement form to allow direct deposit (except for international payments that can be made via wire transfer, incurring a $20 wire fee).
SCRA funds are available for approved reimbursement of travel expenses, other approved expenses, or grant awards. There is a different procedure for each of these three categories. Please note that all requests for disbursement and accompanying forms must be sent to the Treasurer. Do NOT submit forms directly to APA.
You are responsible for keeping all the original receipts until you receive payment. This is true even if your travel does not exceed the applicable per diem rate.
This category includes instances in which you have paid for something that benefits SCRA and you are then to be reimbursed for it. Examples of this might be if you were asked to purchase supplies for the Biennial, or if you purchase food for a SCRA reception. Follow the same instructions as for travel expenses (see above), but use The Disbursement/Reimbursement Form must be sent in the original Excel format. Do not print and/or convert it to a pdf.
In addition to the amount requested, please make sure you look at and complete the highlighted sections as needed. Please complete the Name, Address, Phone section; then place an X in the boxes as appropriate – if you have included a W8 or W9 form; if you have included copies of receipts/invoices; if you are requesting a wire transfer and have included the wire transfer form included in the instructions; if your payment set up for direct deposit via current or prior submission of an ACH form.
If you were asked to make the purchase by an officer or an organizer of the conference, please copy that person when you send in the Disbursement/Reimbursement form. If the purchase is not part of your normal duties, please describe in the email why you should be reimbursed.
Note: It is SCRA policy to pay no more than 80% of the total amount of grant up front, with the remaining 20% paid when the project is completed and required reporting is submitted and approved.
SCRA grantees are encouraged to have payments issued to their employer/institution or other organization to avoid having the funds be considered taxable income and then needing to pay taxes on the funds. However, if that is not feasible, then payments can be issued to the individual grantee directly. In that case, the individual grantee must choose one of the following three options:
Payments can be issued to the individual grantee directly. In that case, the individual grantee must choose one of the following three options:
Note: APA does not submit W-9 forms to the IRS if the total amount paid to an individual is under $600; however APA still needS the signed W-9 for their records.
Grantees must email the forms to the Grant Administrator of the committee or council awarding the grant (similarly for stipends). The Grant Administrator is responsible for ensuring that the request for payment is justified and is completed correctly, including the name and address of the grantee or recipient of the funds (e.g., employer or university) and needed W-9 and ACH are included and completed correctly. The Grant Administrator will then forward the forms to the SCRA Treasurer for processing (disbursement requests coming directly from the grantee will NOT be accepted). If options 2 or 3 above are chosen, you must include digital copies of all receipts in your email. The grantee is responsible for keeping the original receipts. Grant administrators are responsible for ensuring that all the needed documentation (e.g., signed W-9, receipts labeled with the reason for the expense) is included with the completed disbursement form before sending the materials to the Treasurer. The grant administrator, when sending the request to the Treasurer, is indicating that s/he has carefully reviewed the request and that the grantee has completed all of the requirements for that payment. Grant administrators are expected to carefully review final reports and attest that the grantee has fully met the requirements for payment.
Travel expenses for international members –
Follow the same instructions as above for travel expenses. Currently, wire transfers are the only means for providing funding to our international members unless they have a US bank account. For wire transfer payments, you should include the completed “International Wire Transfer” form with your request. Note that your payment will be reduced by the $20 wire transfer payment that APA requires.
Other (non-travel) approved expenses –
Follow the same instructions as above for non-traveled approved expenses - A completed “International Wire Transfer” form should be included with your disbursement form.
For grants –
Follow the same instructions as above for grantees. However, substitute the W-8BEN Form for the W-9 (for individuals, organizations should use the W-8EXP Form Foreign Tax Exempt Entities, using these instructions for that form). Include the completed “International Wire Transfer” form with your request. The cost of the wire transfer ($20) will be deducted from your award.
Due to COVID, APA will not write you a check, but instead will only directly deposit your reimbursement to your bank account if you have a US bank account; if you live outside the US, then wire transfers are your only option for payment. Just complete the ACH Form or “International Wire Transfer” form and include that form with your reimbursement request.
If you need to submit a W-9, use this link to download the form: https://www.irs.gov/pub/irs-pdf/fw9.pdf.
A 1099 is a tax form issued by a non-employer to a recipient indicating the amount of payment received by the recipient for the year – which the recipient can then use to determine his/her tax liability.