Revised as of 1/2/2014
Mail to: USTA Texas Section 512/443-1334
8105 Exchange Drive FAX 512/443-4748
Austin, TX 78754
Social Security #:
Remit payment to: Name Telephone:
Address E-mail:
Purpose of Expenses: City State Zip
Sun. Mon. Tues Wed. Thur. Fri. Sat. weekly total
Date: Daily Mileage
Mileage or (to & from airport) 7210
Rental Car 7210 Airfare 7210 Taxi/Airport Parking 7210 In Section Meals-Breakfast $8.00 7220 In Section Meals-Lunch $11.00 7220 In Section Meals-Dinner $17.00 7220 Out of Section Meals-Breakfast $12.50 7220 Out of Section Meals-Lunch $17.50 7220 Out of Section Meals-Dinner $30.00 7220
Hotel Room 7220
Storage 7410
Supplies 6510
Telephone 6610
Postage/Shipping 6710
Other Expenses-Please Explain Daily Totals
Signature Date
Allowable Expense Guidelines:
(See Back for further information regarding expense guidelines.) ♦Expense reports must be sumitted to the Accounting Dept within two (2) weeks after the expense is incurred. ♦Original receipts are required for allreimbursements.
For Approved Sectional Meetings:
Meals: On a per diem basis at $8.00 for breakfast, $11.00 for lunch, $17.00 for dinner
up to $36 per day (when not provided)
Mileage: 56 cents per mile (per IRS guidelines: R-2013-95, Dec. 6, 2013)
Airfare: Coach Airfare (see guidelines on back)
Taxi: To and From the airport to hotel unless provided transportation is available
Room: Cost of a single room per day
For Approved Out-of-Section Meetings:
Meals: On a per diem basis at $12.50 for breakfast, $17.50 for
lunch, $30.00 for dinner up to $60 per day (when not provided)
Mileage: 56 cents per mile (per IRS guidelines: R-2013-95, Dec. 6,
2013)
Airfare: Coach Airfare (see guidelines on back)
Taxi: To and From the airport to hotel unless provided
transportation is available
Room: Cost of a single room per day
USTA TEXAS EXPENSE REIMBURSEMENT POLICY FOR TRAVEL, MEETINGS & EVENTS
Necessary travel/lodging expenses for approved events will be reimbursed to volunteers and staff when traveling for the benefit of USTA Texas under the following guidelines:
• Expense reports must be submitted to the Accounting Department no later than two (2) weeks after the expense is incurred.
• Original receipts are required for all reimbursements.
Internet Usage– Management & Staff internet use must be for Texas Section business (reimbursement will be at hotels average charge of $9-$12 per day)
Meetings/Events in Texas will be reimbursed as follows: Travel
(1) Mileage according to the current reimbursement guidelines of the IRS, or the lesser of, average round-trip coach airfare with reservations made at least 21 days out
(2) Cost of a mid-size car + gasoline (with prior approval by the President or Executive Director). (3) Airport parking (long term parking or equivalent)
(4) Hotel parking (self-park only) (5) Airport Shuttle expenses Lodging
(1) If you have a meeting on Friday, we will reimburse for Friday night
(2) If your meeting is prior to 10:00 a.m. on Saturday, we will reimburse for Friday night
(3) If you have a meeting after 5:00 p.m. on Saturday or anytime on Sunday, we will reimburse for Saturday night (4) Exception: The Annual Meeting Awards Banquet - volunteers are encouraged to stay over Saturday night for the banquet, whereby Saturday night will be reimbursed
Meals
(1) Meal expenses are reimbursed based on per-diem. If a meal is provided then you are not reimbursed for that meal per-diem. If you are traveling during a meal time you may get reimbursed for that meal’s per-diem amount. When traveling in Texas the per-diem is $8 for breakfast, $11 for lunch, and $17 for dinner.
(2) When a meal expense includes more than one person, all eligible names must be written on the receipt for reimbursement
Out of Texas meetings/events will be reimbursed as follows for approved USTA committee members from Texas who are not reimbursed by the USTA and for approved Staff.
Travel
(1) Mileage according to the current reimbursement guidelines of the IRS, or the lesser of, average round-trip coach airfare with reservations made at least 30 days out
(2) Attendees are expected to fly in the night before his/her first meeting and fly out the day after his/her last meeting (unless a Saturday layover makes the trip less expensive).
(3) Attendees may fly to an alternate airport and drive a rental car to the meeting site if the cost of doing so is less than the cost of airfare to the nearest airport.
(4) Cost of a mid-size car + gasoline (with prior approval by the President or Executive Director) (5) Airport parking (long term parking or equivalent)
(6) Hotel parking (self-park only) (7) Airport Shuttle expenses Lodging
(1) Texas Committee members will be reimbursed for the night before his/her first meeting through the day of his/her last meeting.
(2) Only room rate + taxes are allowable for reimbursement. Meals
(1) Meal expenses are reimbursed based on per-diem. If a meal is provided then you are not reimbursed for that meal per-diem. If you are traveling during a meal time you may get reimbursed for that meal’s per-diem amount. When traveling outside of Texas the per-diem is $12.50 for breakfast, $17.50 for lunch, and $30.00 for dinner. (2) When a meal expense includes more than one person, all eligible names must be written on the receipt for reimbursement
Non-reimbursable Expenses:
(1) Spouse/guest expenses for travel or meals. (2) Bar/alcohol expenses
(3) Personal phone calls
(4) In-room movie rentals, health club fees, salon charges (5) Valet parking charges
(6) Tennis/golf fees
1
Overview of the Budget Process
It is the responsibility of the Committee Chair to prepare the budget(s) in consultation
with the Responsible Officer.
It is the joint responsibility of the Committee Chair and Responsible Officer to see
that the information is complete and submitted on time.
A member of the B&F Committee is assigned to review each budget request and that
person may contact the chairperson regarding each budget.
Incomplete budget submissions will be returned to the Committee Chairperson.
The B&F Committee will review only properly completed budgets.
All requests for
increases in budgets must be reviewed by the B&F Committee before it can be
considered by either the Management Committee or the Executive Committee.
The B&F Committee will pass the budgets to the Management Committee with a
recommendation.
The results of the Management Committee’s review will become the PROPOSED
BUDGET sent to the Executive Committee.
The Executive Committee will make any final changes and adopt the budget.
Important Items regarding the 2012 Budget Preparation procedures
Failure to follow these guidelines may result in denial of your requests:
Justify all
major increases
from the 2011 budget.
Explain
new items
fully.
Indicate the purpose of
travel fund requests.
Justify in detail all
miscellaneous expenses
above $500.
Provide
goals and definitions
for all new and existing programs.
Your goals should be measurable and have timetables.
Look at last year’s budget and expenses and make plans accordingly.
It is not necessary to include the following items: salaries, benefits, payroll taxes and
rent. The Executive Director and Treasurer will allocate these expenses.
The Budget Request Form
The budget request form is the composite of all the Operating Plan sheets. Each activity
should have its own column. More than one sheet may be necessary. This form contains
the entire budget request.
SAMPLE
Budget Line Date 10/8/2003
Committee Chair Person Staff Liaison
Activity/KPI Operating NJTL Rally 1 NJTL Rally 2 NJTL Rally 3 NJTL Rally 4 San Antonio
Invite. CD Workshop First Serve Total
6020 GRANTS 4,000.00 5,000.00 9,000.00 6440 PROF.SERVICES 400.00 400.00 6510 SUPPLIES 100.00 100.00 100.00 100.00 100.00 100.00 100.00 700.00 6560 T-SHIRTS 500.00 500.00 500.00 500.00 250.00 2,250.00 6610 TELEPHONE 400.00 400.00 6710 POSTAGE/SHIPPING 0.00 7110 PRINTING 250.00 250.00 7210 TRAVEL 500.00 400.00 400.00 400.00 400.00 400.00 300.00 2,800.00 7220 MEALS/LODGING 500.00 800.00 800.00 800.00 800.00 400.00 500.00 4,600.00 7310 CONFERENCES 0.00 7650 ADVERTISING 0.00 7660 AWARDS 100.00 100.00 100.00 100.00 100.00 500.00 7670 GIFTS/PROMO ITEMS 0.00 7720 DATA PROCESSING 0.00 7780 MISCELLANEOUS 0.00 7800 PRIZE MONEY 0.00
7820 TENNIS COURT TIME 200.00 200.00
7840 ENTRY FEES 0.00
0.00
TOTAL 6,350.00 1,900.00 1,900.00 1,900.00 1,900.00 1,250.00 900.00 5,000.00 21,100.00 page_1__of _1__
2004 Budget Request Form
Sample Sample MPC NJTL
3
Operating Plan by Activity Sheet
You should have one of these
sheets for each activity of your
committee. These could be:
Operating expenses (phone,
travel to meetings, staff travel
etc.)
•
Tournaments/events
•
Grants we distribute
•
Incentives we pay out
•
Pilot programs
Each sheet should give a
thorough
explanation
of the activity
, its
history if any and results from
previous years. Please explain how
the item promotes the mission of the
Section and your committee. You
may attach additional information if
you feel gives the B&F committee a
better understanding of the
relevance of the activity.
Expense Codes are:
6020 GRANTS 6440 PROF.SERVICES 6510 SUPPLIES 6530 EQUIPMENT 6560 T-SHIRTS 6610 TELEPHONE 6710 POSTAGE/SHIPPING 7110 PRINTING 7210 TRAVEL 7220 MEALS/LODGING 7310 CONFERENCES 7650 ADVERTISING 7660 AWARDS 7670 GIFTS/PROMO ITEMS 7720 DATA PROCESSING 7780 MISCELLANEOUS 7800 PRIZE MONEY 7820 TENNIS COURT TIME 7840 ENTRY FEES
Date Budget Line Committee Activity/KPI
How does this activity accomplish your committees mission or KPI's?
Is this Activity new? NO
If not, has the budget increased or decreased over last year and why?
Expense Code Expense Item Estimated Budget
6610 telephone $400.00 6020 grants $4,000.00 6440 pro services $400.00 6510 supplies $100.00 7820 court time $200.00 7210 travel $500.00 7220 meals $500.00 7110 printing $250.00 $6,350.00 Explanation of Expense
2004 Budget Operating Plan by Activity/KPI
Total Activity Budget
Staff will visit NJTL programs; Travel to 2 Rallies Regional Rally Packets/Brochures and bilingual fliers Cell phone use while travelling.(I.e. return/retrieve msgs.); 2 conference calls; Everyday use Even though NJTL is not on PBIF, NJTL is an integral delivery system of team tennis. TT#'s have increased.
Payment to clinicians/site dir. for running NJTL carnivals/trainings/assisting with RR./Zone Rallies prizes for carnivals and trainings
Ft. Worth has offered to provide free court time, but Austin is not guaranteed
Staff will visit NJTL programs; Travel to 2 Rallies
The budget will have a small increase. The increase is due to the growth and maintaining of chapters/programs. If this is not a new activity, what were the results last year and in previous years? (You may attach additional information)
Maintained and established 92 programs/chapters. The growth reflects the team tennis red level numbers. NJTL
MPC Operating
This activity enables the MP Committee to continue to educate and train existing and new chapters and programs. Operating activity allows there to be constant communication with chapter/program leaders.
10/8/2003 Chair Person
Staff Liaison
Sample Sample
