Purpose 

This policy defines and describes acceptable documentation for claims expense reimbursement for AEFLA Title II. Costs in the claim should only be paid expenses. A cost that is an incurred expense cannot be included in a request for reimbursement.  

Content 

All claims for reimbursement for AELFA Title II funds must include supporting documentation showing proof of purchase and proof of payment for an allowable Title II service or expense. The proof of payment must include the following: 

• Name of vendor,  

• Organization name,  

• Payment date in range noted on claim,  

• Amount must match the proof of purchase, and  

• Proof that payment has cleared the bank.  

*A screen shot from the financial or accounting system is not considered adequate proof of payment. 

Acceptable documentation: There may be other acceptable documentation, it should be reviewed with IWD prior to submission. 

• Personnel Services  

• Proof of Purchase: Time and Effort documentation 

• Proof of Payment: Canceled check OR ACH payment + bank statement OR Payroll register showing FICA and fringe 

• Professional Development Expenses 

• Proof of Purchase: Paid Invoice 

• Proof of Payment: Canceled checks OR ACH payment + bank statement OR credit card statements + bank statement 

• Travel 

• Proof of Purchase: Mileage mapping, Stop Human Trafficking Iowa Certification for lodging, paid invoice, receipts (i.e. hotel, airfare) 

• Proof of Payment: Canceled checks OR ACH payment + bank statement OR credit card statements + bank statement 

• *Meals: Per diem following State of Iowa policy; if included in registration at conference or hotel, it is subtracted from the per diem amount 

• **Mileage: Is reimbursed at the state rate 

• Office Supplies and Materials 

• Proof of Purchase: Paid invoice 

• Proof of Payment: Canceled checks OR ACH payment + bank statement OR credit card statements + bank statement 

• Contracts 

• Proof of Purchase: Paid invoice 

• Proof of Payment: Canceled checks OR ACH payment + bank statement OR credit card statements + bank statement 

• Data Processing  

• Proof of Purchase: Paid invoice 

• Proof of Payment: Canceled checks OR ACH payment + bank statement OR credit card statements + bank statement 

• Other  

• Proof of Purchase: Paid invoice, receipt 

• Proof of Payment: Canceled checks OR ACH payment + bank statement OR credit card statements + bank statement 

• IET: See categories listed above. 

Action   

No action needed at this time. 

The content of this policy may be subject to routine monitoring.