Event Participant Expense Reimbursement Instructions

Thank you for participating in a convening with the foundation. Below are instructions and guidelines for submitting for reimbursement.

Note: You cannot return to this form once you begin the reimbursement process, so have your receipts handy before you begin.

Support and Inquiries

To send an inquiry or request assistance, first determine which entity your event is hosted by, then send your message to the relevant email address listed below. All inquiries will receive a response within 2 business days.

• For consulting agreements with U.S. Energy Foundation: consulting-help@ef.org
• For consulting agreements with Energy Action Fund: consulting-help@energyactionfund.org

To help us help you more efficiently, please include:

• Your Email Address
• The event name you attended as listed in the "Expense Reimbursement" email

Guidelines

• Each participant submitting travel-related expenses must indicate the payee as themself, another individual, or their organization
• Most reimbursements will be paid via check -- to the address entered in the form -- unless the organization has ACH on file.
• Each expense must include a receipt or a missing receipt affidavit, which is available for expenses under $75 only.

Event Travel Policy

For a copy of our Travel Policy, please click on the link below:

U.S. Energy Foundation's Travel Policy

Eligible Expenses

Instructions

Quick Steps

Note: You cannot return to this form once you begin the reimbursement process, so have your receipts handy before you begin.

0. This process begins when the meeting participant receives an email inviting them to submit an Expense Reimbursement.
1. From the email, click on the link that says: Click here to submit a reimbursement request for expenses. This will open the online form.
2. Confirm email: The form will prompt you to enter an email. You will be sent a confirmation code to the email listed. Enter this code to verify.
3. In the expense form, indicate if the entity to be reimbursed is a person or an organization. Enter address information for the payee. This is very important as most payments will be sent by check to the address entered.
4. Enter expenses.
5. Submit.

Detailed Steps

Step 1: from the email, Open the online form

1. Collect your digital receipts and have them available so you can submit them in the next steps.
2. From your email, click on the link to submit a reimbursement request.
1. From: EF No-Reply <no-reply@ef.org> or EAF No-Reply <no-reply@energyactionfund.org>
2. Subject: Expense Reimbursement for [name of meeting]

Step 2: Confirm Your email

1. On the online form
1. Review the meeting name and dates. (Note: this meeting name will be the same one as the email subject)
2. Enter your email
3. Click Submit

2. Check your email for the verification code
1. From: EF No-Reply <no-reply@ef.org> or EAF No-Reply <no-reply@energyactionfund.org>
2. Subject: Energy Foundation Email Verification or Energy Action Fund Email Verification

3. Enter the verification code in the online form
1. Enter the code from the email
2. Click Verify

Step 3: Indicate who is being reimbursed: a person or an organization

1. Enter the name of the person who is requesting reimbursement.
2. If the payee, the entity to be reimbursed, is a Person:
1. Indicate Person under Payee Type
2. If the person filling out the form is being reimbursed, click "I am the payee" and enter your address.
3. If you are completing on behalf of someone else, enter their name and address.
3. If the payee, the entity to be reimbursed, is an Organization:
1. Indicate Organization under Payee Type.
2. Enter the legal name of the organization and their address

Step 3: ADD EXPENSES

1. Use the Add Expenses button to add expenses.

2. You will enter information for each expense item, including a receipt.
1. Expense Type displays the categories of eligible expenses outlined in the guidelines above.
1. Note: If you select 'Mileage', you will be prompted to enter the number of miles driven. The system will populate an amount using a standard reimbursement rate for mileage.
2. Amount is the amount you are requesting to be reimbursed and should match the receipt.
3. Expense Date is the date the expense was incurred and should match the receipt.
4. Vendor is the organization you paid.
5. Purchase Description is used to describe the expense. For example: drive to airport, meeting with participants, hotel for one night.
6. Use the Upload Files button to upload your receipt.
7. You may submit a missing receipt declaration by clicking the Missing Receipt checkbox for expenses under $75.
8. Save Expense.

3. Once you save your expense, you will return to the original list. From here, you can:
1. Add Expenses
2. Click on the checkbox to the left of the expense to
3. Update
4. Delete
5. Submit the Reimbursement Request

Step 4: Submit

1. Once you have entered all expenses and receipts, click Submit Reimbursement Request
2. The program team will be notified of your request. They will contact you directly with any questions. If the reimbursement request is approved, you should receive payment within 15-30 days via check.