How to use Reimbursements

Use the reimbursement tool to review, approve, and process reimbursement requests.

Create a Reimbursement Workflow

Click Reimbursements in the sidebar.

Click Add New Workflow.

Enter the Workflow Name.

If you want to require the person requesting a reimbursement to enter a description and/or upload a receipt, make sure the Description and/or Attachments boxes are checked. Name, Email, and Amount are mandatory fields by default.

Use the +/- buttons to set the number of approvals needed to finalize the reimbursement request.

Select the users authorized to approve the reimbursement request from your MoneyMinder user list by clicking the 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.

Click Create & Publish when the workflow is set up.

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.

Review the reimbursement request to Approve or Deny.

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 when importing transactions from your bank instead.)

Choose the bank account in which 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)