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SCRA Funds Disbursement and Reimbursement Process and Paperwork

Disbursements

What are disbursements?

  • Grants
  • Honorariums
  • Contracted payments
  • Awards
  • Vendor payments
  • Operating expenses

How do I get a disbursement paid?

Create a disbursement form using the naming convention: First Name Last Name Descriptor Month Year

  1. EX: Jadwiga Hescox Administrative Contract Jan 2024.xls
  2. EX: Nikos Kazantzakis CERA Mini-Grant Dec 2023.xls
  3. EX: Amber Kelly Honorarium Early Career IG Feb 2024.xls

Try to locate appropriate SCRA Account Code

  1. Input this code in “Column K” of disbursement form
  2. If you are unsure, please leave this blank and just ensure the address and amount are listed correctly.

Fill out the appropriate tax form. Tax forms are required for all disbursements. Do not confuse disbursements with reimbursements which are covered later. Once a payee has submitted their tax form, they do not need to resubmit it for subsequent disbursements in the same calendar year.

  1. United States Tax Payer Individual or Entity-W9
    1. Remember to have payee sign W9 or it is not valid and the disbursement will be returned. 
  2. Non United States Tax Payer Individual W8BEN
    1. Check for payee signature
  3. Non United States Tax Payer Entity W8BEN-E
    1. Check for payee signature
  4. Save the appropriate tax form using the naming convention: First Name Last Name W-9, W-8BEN, or W-8BEN-E Year

Fill out ACH Form if you want your funds disbursed directly to your account.

  1. Disbursements submitted without ACH form will have a check dispersed to their mailing address by APA. 
  2. Please sign the disbursement form only once, do not sign the cancellation portion of the form on accident.
  3. Save ACH form using the naming convention: First Name Last Name ACH Year

Include supporting documentation:

  1. Invoice
  2. Award letter
  3. Grant letter
  4. Event flier
  5. Save documentation using the naming convention: First Name Last Name Descriptor Month Year Document Type.
    1. EX: Jadwiga Hescox Admin Contract Dec 2023 Invoice
    2. EX: Nikos Kazantzakis CERA Mini-Grant Dec 2023 Award Letter
    3. EX: Amber Kelly Honorarium Early Career IG Dec 2023 Flier

Send all completed documents to accounting@scra27.org

  1. Submissions must include in one email:
    1. Disbursement form
    2. Tax Form
    3. ACH
    4. Supporting Documentation

Reimbursement

What is a reimbursement?

  • Money you have already paid for approved SCRA programming or operating expenses

How do I get reimbursed for SCRA expenses?

Create a reimbursement form using the naming convention: First Name Last Name Descriptor Month Year

  1. EX: Jadwiga Hescox Post Office Box Jan 2024.xls
  2. EX: Nikos Kazantzakis Biennial Conference Brochure Printing Dec 2023.xls
  3. EX: Amber Kelly Award Plaques Feb 2024.xls
  4. This is the same form as the disbursement form.

Try to locate the appropriate SCRA Account Code

  1. Input this code in “Column K” of the disbursement form
  2. If you are unsure, please leave this blank and just ensure the address and amount are listed correctly.
  3. Reimbursements are only done in the currency that was spent. If the currency was not USD, please specify the currency used. Reimbursements will be received in the specified currency.

Fill out ACH Form if you want your funds disbursed directly to your account.

  1. Disbursements submitted without ACH form will have a check dispersed to their mailing address by APA. 
  2. Please sign the disbursement form only once, do not sign the cancellation portion of the form on accident.
  3. Save ACH form using the naming convention: First Name Last Name ACH Year

Include supporting documentation:

  1. Receipts (must be itemized)
    1. Please have all receipts as one pdf document.
  2. Budget approval 
  3. Save documentation using the naming convention: First Name Last Name Descriptor Month Year Document Type.
    1. EX: Jadwiga Hescox Post Office Dec 2023 Receipt
    2. EX: Nikos Kazantzakis Biennial Conference Brochures Dec 2023 Receipt
    3. EX: Amber Kelly Award Plaques Dec 2023 Receipt

Send all completed documents to accounting@scra27.org

  1. Submissions must include in one email:
    1. Disbursement form
    2. ACH
    3. Supporting Documentation