Revised December 2, 2015
Instructions for reimbursement or
disbursement of AWGF funds for
approved projects
Depending on the nature of the project, you may need to request either or both of reimbursement
or disbursement of funds from the AWG Foundation Treasurer. Reimbursement is appropriate
when an individual incurs expenses such as postage, engraving, or copying on behalf of the
project. Disbursement is the appropriate tool for making payments to winners of scholarships and
other awards, as well as for direct payment to a vendor for an approved expense.
Forms with which to request either reimbursement or disbursement are available from AWGF’s
website, here: http://awg.org/requestfunding
Requests for reimbursement are due to the AWGF Treasurer, with receipts documenting
expenses, no later than September 30 of the year for which the funding was approved. See below
for more information on what to submit.
Requests for disbursement for scholarships and other awards must be submitted 30 days prior to
intended award delivery date. Requests for disbursement to vendors should be submitted
immediately on receipt of the documenting invoice and at least 14 days before payment is due.
See below for more information on what to submit.
Please note: If you are not able to submit requests for reimbursement or disbursement by
September 30, it is YOUR responsibility to contact the AWGF Treasurer (awgftreasurer @
awg.org) to ensure that funds will remain available into the new fiscal year. Funding for all
projects will be closed out at the end of the fiscal year (September 30) unless carryover funds are
specifically requested.
Be sure to keep copies for your records of all forms and documents submitted.
Submit forms to:
AWGF Treasurer
652 Glimmerglen Road
Cooperstown, NY 13326
email: awgftreasurer @ awg.org
Reimbursement for payments you make on behalf of the project
Submit the reimbursement form along with itemized receipts. The U.S. Internal Revenue Service
prefers that we receive original receipts. However, a copy of the receipt will suffice. Itemized
receipts should include information clearly describing:
 What was purchased
AWG Foundation Instructions for Reimbursement or Disbursement
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Revised December 2, 2015
 Where it was purchased
 Date of purchase
If the receipt does not provide this detail, please write it on the receipt along with the project
number.
If you write a check for a scholarship payment or other purchase, submit a copy of the check
with the reimbursement form and other receipt(s). Write on the check copy what it was written
for and include the project number on the “For” line.
Disbursement for scholarship or award payments directly from AWGF to recipient
At least 30 days prior to the anticipated award date, notify the AWGF Treasurer by submitting
the disbursement form with the requested information.
Disbursement for invoiced payments directly from AWGF to vendor
Submit the completed disbursement form to the AWGF treasurer, with a copy of the invoice,
immediately upon receipt of the invoice. Requests for disbursement of funds for payment of
invoices must be received by the AWGF Treasurer 14 days before payment is due.
AWG Foundation Instructions for Reimbursement or Disbursement
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