SF 1164 Form Guide: How to File for Official Business Reimbursement Correctly

Table of Contents#

1. What Is the SF 1164 Form?
2. Who Needs to File the SF 1164?
3. Step-by-Step Guide to Completing the SF 1164 Form 3.1 Section 1: Claimant Information 3.2 Section 2: Agency Information 3.3 Section 3: Expense Details 3.4 Section 4: Certification 3.5 Section 5: Approval 3.6 Section 6: Payment Information
4. Common Mistakes to Avoid When Filing SF 1164
5. Pro Tips for a Smooth Reimbursement Process
6. Frequently Asked Questions (FAQs)
7. References

---

1. What Is the SF 1164 Form?#

The SF 1164 is a General Services Administration (GSA)-approved form used by federal entities to process reimbursements for official business expenses that are not covered by travel vouchers (like the SF 1012) or other specialized reimbursement forms. Its primary purpose is to document:

• Non-travel expenses (e.g., office supplies, software subscriptions, professional development fees)
• Supplemental expenses related to official travel that aren’t included in a travel voucher (e.g., extra parking fees, last-minute office supplies bought during a work trip)
• Expenses incurred by employees, contractors, or volunteers acting on behalf of a federal agency.

Unlike travel-focused forms, the SF 1164 is flexible enough to cover a wide range of small-to-medium business expenses, making it a staple for day-to-day official purchases.

2. Who Needs to File the SF 1164?#

You are required to file the SF 1164 if you fall into one of the following categories and incur eligible official business expenses:

• Federal civilian employees: Full-time, part-time, or temporary staff working for any federal agency.
• Authorized contractors: Individuals or companies under contract with a federal agency, where reimbursable expenses are outlined in the contract terms.
• Federal volunteers: Volunteers serving federal agencies (e.g., Peace Corps volunteers, disaster relief volunteers) who incur approved expenses.
• Military personnel: In rare cases, military members may use the SF 1164 for non-travel expenses not covered by military-specific reimbursement forms (confirm with your command first).

Note: Always check your agency’s internal policies—some agencies may require additional forms or documentation alongside the SF 1164.

---

3. Step-by-Step Guide to Completing the SF 1164 Form#

Below is a detailed breakdown of each section of the SF 1164 form. You can download the official form from the GSA Forms Library.

3.1 Section 1: Claimant Information#

This section collects your personal details to identify you as the requester:

• Name: Full legal name as it appears on your federal ID or contract.
• Employee/Contractor ID: Your official federal employee ID number or contract number (if applicable).
• Address: Permanent mailing address (for check payments if direct deposit isn’t set up).
• Telephone Number: Work or mobile number where you can be reached for follow-up.
• Email Address: Official work email (preferred for communication about your claim).
• Position/Title: Your job title or role within the agency/contract.

3.2 Section 2: Agency Information#

Provide details about the federal agency you’re working for:

• Agency Name: Full name of the federal agency (e.g., U.S. Department of Homeland Security).
• Component/Office: Specific office or division within the agency (e.g., Federal Emergency Management Agency, Region 5).
• Station/Duty Location: Your primary work location or the location where the expenses were incurred.
• Date of Claim: The date you’re submitting the form (use MM/DD/YYYY format).

3.3 Section 3: Expense Details#

This is the most critical section—list each expense individually to avoid confusion:

• Date: The date the expense was incurred (MM/DD/YYYY).
• Description: A clear, specific description of the expense (e.g., "Printer paper for team project X" instead of "Office supplies").
• Amount: The exact amount spent (use USD, no commas).
• Category: Categorize the expense (common categories: supplies, communication, professional development, local transportation, equipment rental).
• Total: Sum all individual expenses and enter the grand total in the designated field.

Important Receipt Rules:

• Attach original or digital receipts for expenses over $75 (or your agency’s specified threshold).
• For expenses under the threshold, keep receipts on file in case of an audit.

3.4 Section 4: Certification#

By signing this section, you confirm the accuracy of your claim:

• Signature: Your handwritten or digital signature (if submitting electronically).
• Date: The date you sign the form.
• Certification Statement: Read the statement carefully—it asserts that all expenses are necessary, incurred for official business, and not reimbursed by any other source.

3.5 Section 5: Approval#

Your supervisor or authorized agency official must review and approve your claim:

• Supervisor/Official Name: Full name of the approving authority.
• Title: Their job title or role (e.g., Regional Director).
• Signature: Their handwritten or digital signature.
• Date: The date of approval.
• Comments: Optional space to note any exceptions or additional context about the claim.

3.6 Section 6: Payment Information#

Choose how you want to receive reimbursement:

• Direct Deposit: If you have an existing direct deposit setup with the agency, check this box and confirm your account details (optional, as agencies may have this on file).
• Check: If you prefer a paper check, enter your mailing address here (should match Section 1).

---

4. Common Mistakes to Avoid When Filing SF 1164#

Even small errors can delay your reimbursement. Watch out for these common pitfalls:

1. Missing Receipts: Agencies reject claims without receipts for expenses over the threshold. Solution: Scan or take photos of receipts immediately after purchase.
2. Misclassifying Expenses: Putting a conference fee under "supplies" instead of "professional development" can cause delays. Solution: Review your agency’s expense categorization guidelines.
3. Incomplete Information: Missing employee IDs or agency component details can slow down processing. Solution: Double-check all fields before submitting.
4. Late Submissions: Most agencies require claims to be filed within 30–60 days of incurring the expense. Solution: Set a reminder to submit your claim promptly.
5. Unapproved Expenses: Some expenses (e.g., large equipment purchases) require prior supervisor approval. Solution: Confirm approval before spending.

---

5. Pro Tips for a Smooth Reimbursement Process#

Follow these tips to ensure your claim is processed quickly:

• Digitize Everything: Use apps like Expensify or your agency’s preferred tool to store digital copies of receipts and completed forms.
• Cross-Reference Policies: Review your agency’s internal reimbursement manual to understand allowed expenses and documentation requirements.
• Verify Calculations: A simple arithmetic error can lead to rejection. Use a calculator to confirm the total amount.
• Keep a Backup: Save a copy of the completed SF 1164 and all attachments for your records.
• Communicate Early: If you’re unsure about an expense, ask your supervisor for guidance before submitting the form.

---

6. Frequently Asked Questions (FAQs)#

Q: Can I use the SF 1164 for travel expenses?#

A: No. Travel-related expenses like airfare, lodging, and per diems are typically filed using the SF 1012 (Travel Voucher) or agency-specific travel forms. The SF 1164 is reserved for non-travel or supplemental expenses not covered by a travel voucher.

Q: What if I lose a receipt?#

A: Most agencies allow you to submit a signed "Missing Receipt Affidavit" explaining the loss. You may also need to provide alternative proof, such as a bank statement or credit card transaction showing the date and amount.

Q: How long does reimbursement take?#

A: Processing times vary by agency, but you can expect reimbursement within 2–4 weeks if your claim is complete and accurate. Delays may occur if there are missing documents or errors.

Q: Do contractors need to file the SF 1164?#

A: Yes—authorized contractors can use the SF 1164 to claim reimbursable expenses, provided they are outlined in the contract terms. Confirm with your contracting officer before submitting.

---

7. References#

• Official SF 1164 Form (GSA)
• Federal Travel Regulation (FTR) – Reimbursement Guidelines
• OMB Circular A-21: Cost Principles for Educational Institutions
• U.S. Department of Defense Reimbursement Policies