How to use Reimbursements
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Does your organization need to reimburse volunteers, parents, or others? MoneyMinder’s Reimbursement Tool makes it quick and easy.
Let’s walk through the process.
Create a Reimbursement Workflow
Click Reimbursements in the sidebar.
Click Add New Workflow.
Enter the Workflow Name.
Now, decide what information you need to collect. Name, Email, and Amount are required by default. You can also make Description and Attachments required by checking the boxes.
If your organization needs multiple approvers, use the + and – signs to set how many are required.
Then, choose the authorized users who can approve requests by clicking their names.
Note: The Number of approvers must be greater than or equal to required signatures. Approvers must have user access to MoneyMinder. If your approver does not appear on this list, click here to learn how to add users.
Once you’re ready, click Create & Publish.
Share the Reimbursement form
Click Copy Shareable Link.
The link can be pasted into an email, text, or any digital communication app and shared with board members, volunteers, teachers, parents, etc.
When the link is clicked, the form opens, and the requester can fill it out, attach a receipt, and create a reimbursement request by clicking Create Reimbursement Request.
When the reimbursement request is created, each approver will receive an email alerting them they have a pending reimbursement request.
To approve or deny the request, click Review the reimbursement request in the email, or simply log into MoneyMinder.
The requester will also receive an email confirming the reimbursement request submission.
If changes need to be made, the requester can click View your reimbursement form in the email to open the form, make the changes, and update the request by clicking Update Reimbursement Request.
Review the reimbursement request
In MoneyMinder, click Reimbursements in the sidebar. You’ll see a notification that a reimbursement request has been submitted.
Click anywhere in the Workflow to see the list of submitted reimbursement requests.
Click Details to the right of the reimbursement request you want to view.
From here, you can Approve or Deny the request.
Once the set number of approvers have approved the reimbursement request, click Finalize Decision.
An email notification will be sent to the requester.
Record reimbursements in the bank register
To record the reimbursement in your bank register, click Import to Bank.
(Note: this just records the withdrawal in the bank register in MoneyMinder. If you use bank integration, you can import the cleared transaction from your bank instead.)
Choose the bank account where you’d like to record the transaction, then click Next.
A withdrawal will open with most of the fields pre-filled and the receipt attached. Select the budget category and modify the information if needed. Click Save & Close.
Workflow status
To edit, archive, or delete a Workflow, click Actions to the right of the Workflow and choose from the dropdown. (Note: Workflows that have received requests can’t be deleted)
To block reimbursement requests from specific email addresses, click Settings and enter the email addresses.
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Connect your Bank, Paypal and Square accounts to MoneyMinder PRO to directly download transactions, saving you time and effort. You just review the transactions to ensure they are properly categorized and fill out any required fields.
Connect your Bank, Paypal and Square accounts to MoneyMinder PRO to directly download transactions, saving you time and effort. You just review the transactions to ensure they are properly categorized and fill out any required fields.
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Can you tell me how to archive a reimbursement after it’s been paid? Thanks.
Doug Prince
Alexandria Masters Swim Team
Hi Doug,
If you import the reimbursement payments into your bank register by clicking the Import to Bank button, it will archive them from the list.
Thanks!
I would like to suggest adding the possibility of requesting addresses (for mailing checks)
Hi Jessica,
I will add that as a feature request. We always appreciate customer suggestions.
I second this!
I third!
If importing directly from a bank, is there any way to link info in the reimbursement request (ie the receipt) to the transaction for record keeping?
Hi Jessica,
There are two ways you could handle this. The first is that you could download the receipt from the reimbursement request to your computer and then upload it into the transaction when importing from the bank.
The second option would be to import the transaction to your bank register from the reimbursement request and not import it from the bank. That way, the receipt would already be attached. You would have to manually check off this transaction when reconciling if you do it this way since it wouldn’t be an imported transaction. You will also want to hide it in the import screen so it doesn’t get imported twice.
We have a few PTO debit cards, that people use to make purchases (and they aren’t the treasurer so they don’t have access to money minder)…
Could we make a “PTO Debit Card purchase” workflow under this “Reimbursement” feature as a way for our board members to upload their receipts after they make purchases so the treasurer doesn’t have to chase them down for the physical receipts?
One the request is entered, the treasurer would approve it, then import it as a transaction but obviously not write a check to “reimburse” anyone…
We just started playing around with this feature and I think it’ll work well but I’m not sure if it’ll bite us come tax time or something…thoughts?
Hi Ginny,
That sounds like a great way to handle it. It won’t affect your taxes as long as the transactions are only recorded in your bank register one time. So, if you import those transactions from the reimbursement workflow, make sure to hide them when they show up to be fetched in the import from your bank screen.
The Reimbursement workflows need the ability to add custom fields. The current fields are too limited to be effective for our use as we request more information from our submitted. In addition to the standard fields, we use the following:
1. phone number
2. expense category (dropdown)
3. check payable to (requester vs vendor) (dropdown with other option)
4. check distribution (i.e., mail to vendor, leave at school, etc.) (dropdown with other option)
5. payment notes (this allows for things like addresses to be entered when needed) (optional)
6. general notes (options)
Hi Seth,
Yes, we are planning to make custom fields an option in Reimbursement workflows. I will add your comments to the feature request.
Thank you for your suggestions.
We have a couple of volunteers who submit several receipts at once for reimbursement. It would be onerous to ask them to submit each receipt as a separate reimbursement request, and it would be onerous to combine multiple reimbursement requests into a single bank transaction.
Please consider adding the ability to split a reimbursement request so that someone could enter one reimbursement request with a list of receipts that are split into items. As part of this, have the system do the math to add the items up for a total reimbursement amount. I’d love to be able to avoid spending another evening chasing up a $3 discrepancy between the totals of receipts submitted and reimbursed.
thanks!
Hi Mary,
Thank you for this suggestion. We appreciate ideas from our users. I will enter this as a feature request, as we are planning updates to the reimbursement workflow.
This feature would be extremely helpful to us, as well!
On a future update, could it be possible to issue payments through MoneyMinder via ACH
Hi Tom,
MoneyMinder is accounting software, not payment processing software, so we aren’t planning any updates like that. However, if you need to receive payments from people, you can use the Store feature in MoneyMinder or connect your PayPal, Stripe, or Square accounts and import transactions directly into MoneyMinder.
Please please please can we just connect a reimbursement to an imported bank transaction?
Downloading the receipt and then attaching it back to the bank transaction is a pain.
And while I know that I can just import the reimbursement and delete the imported transaction from the bank, I like being able to reconcile the reimbursements to the transactions in our bank account.
Hi Sean,
We absolutely agree. We will be working on improvements to the Reimbursement feature, and I’ve added your comments to our feature requests.
Please consider adding the following to this feature:
1. Email Verification (two-step, type it twice) to prevent typos.
2. A messaging platform to communicate with the submitter if modifications need to be made to the request. This will reduce rejections in favor of corrections.
Hi Seth,
I will add your suggestions to our list of feature requests. We appreciate your input.
Is there any way to do monthly/quarterly/yearly reporting on all expenses submitted through the specific workflows? We currently have our Annual review that sifts through the paper copy reimbursement forms to validate against bank transactions…and although it would be imported to the register after final approval, Id be interested in reporting features to see the volume of reimbursements posted through MoneyMinder workflows.
Hi Matthew,
Currently, there is no specific reporting associated with the reimbursement feature. We are planning to add reporting in the future, but I don’t have a specific timeline for when.
If you know what budget categories those reimbursements have been applied to, you may be able to use the All Transactions by Category Report to get some of the information you are looking for in the meantime.
I will add your suggestion to our feature requests. We appreciate your input and ideas.