Frequently Asked Questions

Where is the online reimbursement request form?

Click this link: https://www.ajjf.org/reimbursement-request-form/
OR
Start at ajjf.org and click Site Search in the upper toolbar. Search for reimburse. Then click
on the Reimbursement Request Form in the results list.
OR
Start at ajjf.org, click the Registrant Services menu and then select Forms and References.
On the Forms page, in the Financial section, click on Reimbursement Request Form.

How do I fill out the online form?

The form will ask for your name and address. You’ll also be asked for the name of the event the expense is related to and a description of the expense. For any purchase you’ll need to attach a receipt, this includes airfare purchases and hotel room night stays. After you fill in the form, click the ‘submit’ button at the bottom of the form page.

Is there a deadline to send the reimbursement request?

Submit the form within 30 days of the event. Better yet, do it right away. Hosts of regional events have a little bit longer – 60 days from the event that they hosted.

What is an authorized expense?

You may request reimbursement for expenses that have been authorized. For example, authorized travel expenses typically include airfare and mileage, but not meals during the travel.

What happens after I submit the form?

You’ll get an acknowledgment that the form has been received. Your request will be forwarded to a manager for review and approval. For example, for a Regional Event reimbursement, your form will be forwarded to the Regional Manager. You’ll also receive a follow-up message when your reimbursement request has been forwarded for payment. A paper check will be mailed via US Postal.

I’m authorized for a hotel room night reimbursement of $100. Does that mean I can claim $100 no matter what?

You can only request reimbursement for expenses that you actually paid.

Here are a couple of examples.

 

  1. You are authorized for one hotel room night reimbursement and the cost of a hotel room night is $100. But you live nearby so you stay at home during the event. You can’t claim the $100 reimbursement because you didn’t actually incur an expense. The point is that you can only be reimbursed for expenses that you actually paid out.
  2. You and your buddy are both on OpsCom. You are each authorized for reimbursement for the Thursday hotel room night reimbursement and the cost of a hotel room night is $100. You share a room with your buddy. You can’t each claim $100 reimbursement. Between the two of you, only $100 was paid, so only a total of $100 can be reimbursed. You can split it up however you want. The point is that you can only be reimbursed for expenses that you actually paid out.
What types of expenses are authorized for reimbursement at an approved regional event?
  • Expenses related to participation by an AJJF Professor at the event: hotel, airfare, lodging, meals.
  • Expenses related to participation by an AJJF Senior Instructor at the event: hotel, airfare, lodging, meals.
  • Expenses related to facility rental and mats for the event.
What type of receipt do I need to attach?

Attach a receipt that shows that you paid the expense.

Here are a couple of examples.

  1. When you reserve a hotel room, you typically get a confirmation message that shows the dates you booked and the cost. But this is not a receipt; it is a reservation confirmation. The receipt is what you get when you check out. It shows the charges and confirms payment.
  2. When you are shopping for airfare, you can get a quote that shows the travel dates, destination and cost. But this is not a receipt; it is a quote. The receipt is when you purchase the airfare and you get a receipt that shows that you paid.
How do I get my receipt ready for upload to the form?

Many times, you already have the receipt on your phone or computer.

From your computer, drag the receipt from your computer to the upload area on the form.

From your phone, tap to upload. Then you can either take a photo or upload a photo.

Can I waive reimbursement and make a donation instead?

Yes! You may make a donation to support the mission of the AJJF. It is very much appreciated. There is a selection item on the form where you can designate some of all of your reimbursement as a donation.

What should I do if I can’t figure out this computer stuff? I want the old paper form!

The form is pretty easy to use. Please try it out. If you need help, contact the AJJF Manager of Finance, finance@ajjf.org, for assistance. Yes, you’ll have to use email to contact us, but that is not so bad. We’ll get right back to you.

How do I fill out the online form?

The form will ask for your name and address. You’ll also be asked for the name of the event the expense is related to and a description of the expense. For any purchase you’ll need to attach a receipt, this includes airfare purchases and hotel room night stays. After you fill in the form, click the ‘submit’ button at the bottom of the form page.