Expense Reports

The below materials outline the expense report process. One key point to note is that you will not upload your materials to Google Drive; Instead, email all your report and documentatoin to sabrina.ols@agfuture.org.

Expense Report Resources

• Expense Report Training

• Expense Report FAQ

• How-To Guide

• Tutorial

You are required to view all of the above resources before submitting an expense report. 

What Can I Expense?

• Up to $15 per direction for meals, if your required travel time overlaps a normal mealtime

• Economy parking at the airport

• Mileage

• Checked bag ONLY FOR AFA LEADERS CONFERENCE

• AFA Promotional Items - Please note, each ambassador has a $150 promotional budget

  • Printed materials for on-campus promotion

  • Any supplies (food, beverages, giveaway items, etc,.) to help promote AFA on campus

Expense Report Guidelines

• YOU MUST Submit a copy of your W9 and Kotapay form using this secure link before submitting any expense reports. Copies of these required documents are linked here. 

• All reports must be turned in within 30 days.

• Each report must be filled out completely prior to submission. Double-check that you are not missing any required fields.

• We need itemized receipts for all expenses listed. If you lose a receipt, a transaction screenshot is acceptable, and as a last resort you may submit one non-tender (limit 1 per ambassador per term).

• For mileage related expenses you must turn in a mileage screenshot that correctly displays the route taken as well as the miles traveled.

• To submit your report email sabrina.ols@agfuture.org with your expense report and proper documentation. 

• Submit by end of day on Tuesdays in order to include in the same weeks payables. Any edits or adjustments may delay payment processing.