Submitting an Expense Reimbursement Request

There are a few ways to submit a reimbursement request for expenses incurred as part of your calling. If you are in a leadership calling, you should have access to submit a request directly from the church website (under Tools >> Leader and Clerk Resources >> Finances after you log in) or in the Member Tools app (Apple, Google See 'Enter Expenses' below). If you are not a leader you can submit your receipts to a leader of your organization (1st preference) or directly to the bishopric, ward clerk, or ward assistant clerk over finances (2nd preference). The reason for submitting directly to your organization's leader (president, counselors, or secretary) is so they can keep track of your organization's budget and make sure you don't go over budget.

Before you submit, make sure that you have a receipt or receipts which show who is being payed, what is being paid for, and all of the values of the expense. If there are only select items being reimbursed as part of a larger receipt, highlight or circle the items used for your calling and do the math to add up the total requested amount for that receipt and write that amount on the receipt. Write-in partial amounts such as partial taxes or where only a partial number were used for your calling. Showing proof of a payment being made, but not who to, or what for, is not enough, as in the case of certain digital payments. Whole receipts are useful, even if only a few items are being reimbursed.

If you are not a leader, you can email a picture of the receipt(s) to your leader making sure that the picture quality is good enough to see the details. Texting pictures often degrades the quality of the image, so verify that the receiver can see it clear enough for everything needed. Include other necessary information such as a brief description of what activity or item the money was used for. If the item needs to be put into a different budget category outside of your organization, clarify in the purpose section as appropriate.

In order to speed up the reimbursement process you can have the money deposited directly into your bank account rather than having a check printed. To do this, follow the steps under 'Setting up an Expense Reimbursement Account' below.

Enter Expenses

Unit leaders and clerks can submit Church-related expenses by completing the following steps:

• On a mobile device, open Member Tools.
• Enter Church account credentials and pin as needed.
• Go to the Finance menu.
• Click Expenses from the menu.
• Click the Add Button (+) to start a new expense.
• Select the desired Payee from the list.
  
  • To add a payee, click on New Payee and enter information as needed, then click on Add Payee.
• Select a Payment Type from the list.
• Enter a Purpose for the expense. (The purpose should be as short as possible; if additional space is needed, please place the additional information—typed or handwritten—on a separate document and attach it to the transaction along with the receipt.)
• Select a Category from the list. If the category is for a fast offering, select Recipient.
• Enter the Amount.
• Add other categories and amounts if applicable.
• To add a receipt:
  
  • Click Add Receipt.
  • Upload a picture of the receipt or take a new picture of the receipt using your device’s camera. Review the picture.
  • Select OK or Retry.
  • Review payment information. Add additional payment information or receipts as needed. (If a more detailed description is needed, use a separate piece of paper to document the reason. This document could then be photographed and attached as additional support for the transaction.)
• Click Submit.

Setting up an Expense Reimbursement Account

• Login to your account on ChurchofJesusChrist.org (or click the link in step 2 and log in).
• Go to Tools >> Donations >> Settings.
• Scroll down to the section "Expense Reimbursement Account".
• Select the option to use your online donation account for expense reimbursements or add an account as directed.
• Click Save.
• Your reimbursements will now be credited directly to your bank account without the need to produce and mail a paper check.

Example email of the above information sent only to ward leaders:

Hello [your] Ward Leaders,

The information below should clarify how to submit an expense reimbursement request for your organization. The section at the bottom is for you to copy and paste to send out to the members of your organization, if desired.

There are a few ways to submit a reimbursement request for expenses incurred as part of your calling. You should have access to submit a request directly from the church website (under Tools >> Leader and Clerk Resources >> Finances after you log in) or in the Member Tools app (Apple, Google See 'Enter Expenses' below). The finances section allows you to keep track of your organization's budget and make sure you don't go over budget. If necessary, you can also email your receipts directly to a bishopric member, ward clerk, or ward assistant clerk over finances (preferred - that's me).

Before you submit, make sure that you have a receipt or receipts which show who is being payed, what is being paid for, and all of the values of the expense. If there are only select items being reimbursed as part of a larger receipt, highlight or circle the items used for your calling and do the math to add up the total requested amount for that receipt and write that amount on the receipt. Write-in partial amounts such as partial taxes or where only a partial number were used for your calling. Showing proof of a payment being made but not who to, or what for, are not enough, as in the case of certain digital payments. Whole receipts are useful, even if only a few items are being reimbursed.

If you email a picture of the receipt(s) to me, make sure that the picture quality is good enough to see the details. Texting pictures often degrades the quality of the image, so verify that I can see it clear enough for everything needed if you choose to do that. Include other necessary information such as a brief description of what activity or item the money was used for. If the item needs to be put into a different budget category outside of your organization, clarify in the purpose section as appropriate.

In order to speed up the reimbursement process you can have the money deposited directly into your bank account rather than having a check printed. To do this, follow the steps under 'Setting up an Expense Reimbursement Account' below.

Enter Expenses

Unit leaders and clerks can submit Church-related expenses by completing the following steps:

• On a mobile device, open Member Tools.
• Enter Church account credentials and pin as needed.
• Go to the Finance menu.
• Click Expenses from the menu.
• Click the Add Button (+) to start a new expense.
• Select the desired Payee from the list.
  
  • To add a payee, click on New Payee and enter information as needed, then click on Add Payee.
• Select a Payment Type from the list.
• Enter a Purpose for the expense. (The purpose should be as short as possible; if additional space is needed, please place the additional information—typed or handwritten—on a separate document and attach it to the transaction along with the receipt.)
• Select a Category from the list. If the category is for a fast offering, select Recipient.
• Enter the Amount.
• Add other categories and amounts if applicable.
• To add a receipt:
  
  • Click Add Receipt.
  • Upload a picture of the receipt or take a new picture of the receipt using your device’s camera. Review the picture.
  • Select OK or Retry.
  • Review payment information. Add additional payment information or receipts as needed. (If a more detailed description is needed, use a separate piece of paper to document the reason. This document could then be photographed and attached as additional support for the transaction.)
• Click Submit.

Setting up an Expense Reimbursement Account

• Login to your account on ChurchofJesusChrist.org (or click the link in step 2 and log in).
• Go to Tools >> Donations >> Settings.
• Scroll down to the section "Expense Reimbursement Account".
• Select the option to use your online donation account for expense reimbursements or add an account as directed.
• Click Save.
• Your reimbursements will now be credited directly to your bank account without the need to produce and mail a paper check.

(This information can be found at this blog under Submitting an Expense Reimbursement Request)

Enjoy,

[Your Name]

[Your] Ward Assistant Clerk over Finance

[Your email]

[Your phone number]

To members of your organization (modify anything in brackets to your preference):

Subject: Submitting an Expense Reimbursement Request

Hello [members of organization],

Here is how to submit a reimbursement request for expenses incurred as part of your calling. You can submit your receipts to [a leader of your organization - president, counselors, or secretary - or directly to the ward assistant clerk over finances]. The reason for submitting directly to [your organization's leader] is so we can keep track of [your organization's] budget and make sure we don't go over budget.

Before you submit, make sure that you have a receipt or receipts which show who is being payed, what is being paid for, and all of the values of the expense. If there are only select items being reimbursed as part of a larger receipt, highlight or circle the items used for your calling and do the math to add up the total requested amount for that receipt and write that amount on the receipt. Write-in partial amounts such as partial taxes or where only a partial number were used for your calling. Showing proof of a payment being made but not who to, or what for, are not enough, as in the case of certain digital payments. Whole receipts are useful, even if only a few items are being reimbursed.

You can email a picture of the receipt(s) to [your leader] making sure that the picture quality is good enough to see the details. Texting pictures often degrades the quality of the image, so verify that [the receiver] can see it clear enough for everything needed. Include other necessary information such as a brief description of what activity or item the money was used for.

In order to speed up the reimbursement process you can have the money deposited directly into your bank account rather than having a check printed. To do this, follow the steps below:

Setting up an Expense Reimbursement Account

• Login to your account on ChurchofJesusChrist.org (or click the link in step 2 and log in).
• Go to Tools >> Donations >> Settings.
• Scroll down to the section "Expense Reimbursement Account".
• Select the option to use your online donation account for expense reimbursements or add an account as directed.
• Click Save.
• Your reimbursements will now be credited directly to your bank account without the need to produce and mail a paper check.

[your preferred ending]