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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7 Comments
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.
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.