Configure Expense Reimbursements

You can configure your site to allow members to submit requests for reimbursement of expenses incurred on behalf of the group.  Once you've set this up, members will be able to use the Request Expense Reimbursement page on the My Stuff menu to enter their request and view the status of prior requests.

Your treasurer will receive e-mail notification of new requests and will be able to approve or reject pending requests.  When a request is approved, the system automatically generates a monetary transaction for the reimbursement.

To set this up, go to Site Configuration → Expense Reimbursements.

When a member submits a request, they can choose either to

Most expense reimbursements are going to be for specific events, like food or registration fees for campouts.  If you wish, you can also allow reimbursement requests for expenses not associated with an event, like purchase of tents or cooking gear.

The first four fields on the configuration page shown above let you set the transaction type that will be generated when you approve a request.  The first two are for expenses related to an event and the second pair are for non-event expenses.  Leave the second pair empty if you do not want to allow requests for non-event expenses.

In both cases we need two transaction types:

Group Account To Debit For Payments selects the group account from which the reimbursement checks will be written.

Fund To Debit For Reimbursements will be used by if the transaction type requires a fund.

Click Save to save these selections.  Please do this even if the correct values were pre-selected, to be sure they are written to the database.

Update Security To Allow Other Users To Submit Requests

The ability to request expense reimbursements was not enabled for most users when your site was created.  You must update your security settings to make it available.

This can be done by authorizing one or more User Roles for the "Submit Expense Reimbursement Requests" task.

You can do this for the Adult user role by clicking Authorize Adults To Submit Reimbursement Requests on the page shown above.