Reminder: Important Information from the Business Office: Expense Reimbursement, Mileage Reimbursement, Sales Tax and Receipts

 FY 2020 Expense Reimbursement
Aug. 31 is the last date the Business Office will accept and process any claims for expenses occurring on or before June 30, 2020. Do not submit expense claims with dates crossing the new fiscal year. Use a separate expense claim if you still have reimbursable expenses that occurred prior to July 1. Please check your ‘Rejected Expenses’ link to see if you have any expense claims requiring your attention and resubmit after appropriate changes are complete.

If you have questions, contact Mary Heaberlin, Accounts Payable Specialist, at ext. 14818 or Brian Whalen, Business Manager, at ext. 14005.

New Mileage Reimbursement Rate
Beginning July 1, 2020, the reimbursement rate for Heartland AEA business-related miles changes to 41 cents/mile. The penny reduction is due to the IRS 2020 business mileage rate dropping from 58 cents to 57.5 cents per mile. If you have any questions, contact Brian Whalen, Business Manager, at ext. 14005.

Sales Tax and Receipts
Beginning July 1, 2020, Heartland AEA will not reimburse sales tax associated with purchases submitted through Expense Online. As a tax-exempt organization, our auditors are critical of the Agency reimbursing sales tax. Keep in mind that vendors (e.g., Payless, Amazon) generally deliver within 1-2 business days. To maintain proper internal controls, we prefer purchases to go through an agency purchase order. If you have any questions, contact Brian Whalen, Business Manager, at ext. 14005.