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Instructions for completing Standard Form 1164
1. General Guidance. A Claim for Reimbursement for Expenditures on Official Business, Standard Form 1164, will be used for claiming reimbursement of expenses on Key Volunteer official business per MCO 1754.2A. The claim may include commercial transportation expenses; mileage allowance for the use of privately owned vehicle; ferry, bridge, or similar toll charges; and necessary parking fees. When authorized, reimbursement for mileage is calculated by the disbursing office. Entitlement is further extended to expenditures as prescribed in MCO 1754.2A. Both, a SF 1164 and a Financial Payment Institution Form must be submitted. Links to electronic copies of these forms can be found at the bottom of this page.
2. Preparing a Claim
a. The originator will prepare the Standard Form 1164 and submit required receipts.
b. Submit the original or copied form. One record copy should be retained by the originator. Expenses incurred within a 30-day period may be listed on one form. The back of the form should be used if more space is needed for lengthy claims. Prepare the claim as follows:
Block 1 - Insert: Unit Address
Block 4a - Insert full name and rank/grade (If applicable.)
Block 4b - Social Security number, grade, and telephone extension of claimant or sponsor.
Block 4c - Enter as the mailing address, your address.
Block 4d - Enter Key Volunteer office extension number(s).
Block 6 - List expenditures by date, item, and amount, with a suitable explanation as to the nature of the expense. Failure to furnish receipts, when applicable, will be fully explained on the form. For private vehicle mileage reimbursement, show number of miles driven which were directly related to official business. Do not show mileage for personal travel or travel between residence and permanent duty station.
Block 7 - Fill in total of amounts claimed. (For mileage reimbursement you may leave this item blank.)
Blocks 8 and 9 - Type in names of appropriate approving and certifying officials and forward to your Family Readiness Officer for signature.
Block 10 - Sign and date the claim.
3. Processing Claims. Battalion family Readiness Officers will review each claim for reimbursement of personal funds for expenditures on official business. This includes determination of appropriateness of expenditure, and knowledge that proper fund source is being charged. Following such determination, the approving official will sign and date the claim and send it to the Group Family Readiness Officer for certification and forwarding to disbursing.
SF 1161 (PDF format)
Financial Institution Election Form