Difference between revisions of "Reimbursement"

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Latest revision as of 02:21, 13 February 2024

FAQ

The Treasurer needs to know how you want to be paid - please say "Chase Quick Pay" as that is the easiest. other options are below.
The Treasurer also needs to know what budget to apply this to.
And The Treasurer needs help keeping track of things, so send a message to [email protected] so a ticket gets created and put in the Treasurer's queue.
We need to be able to show the IRC pictures of receipts https://www.wisconsin.edu/travel/reimbursement/receipt-requirements
And all this other stuff might be relevant too.

Online Form

Latest and greatest process! Fill out this form:

https://airtable.com/shraWp865MVDj3VHZ

You can ignore everything below here, much of it is out of date and no longer correct.

Authorization

Ongoing payments such as utilities
One time payments
- From an area or administrative budget
- For a vote

Ticket Generation

If you are a member and you want to be reimbursed for some money you spent:

Make sure the relevant area host is ok with you spending that money. Preferably before you spend it. The area host has no obligation to approve reimbursement for something you decided to purchase without consulting them.

Use form above. If you message any email address, freshdesk, etc. --- we will tell you to go through the online form above. Save us an additional email?

If you are someone resolving tickets on freshdesk, and you see someone asking for a reimbursement, please send them a link to this page.

Freshdesk procedure

Treasurer Procedures

Executing Payment

Chase
Paypal

Accounting

Treasurer Procedures

@@ Line 1: / Line 1: @@
+== FAQ ==
+* The Treasurer needs to know how you want to be paid - please say "Chase Quick Pay" as that is the easiest.  other options are below.
+* The Treasurer also needs to know what budget to apply this to.
+* And The Treasurer needs help keeping track of things, so send a message to [email protected] so a ticket gets created and put in the Treasurer's queue.
+* We need to be able to show the IRC pictures of receipts  https://www.wisconsin.edu/travel/reimbursement/receipt-requirements
+* And all this other stuff might be relevant too.
+== Online Form ==
+Latest and greatest process!
+Fill out this form:
+https://airtable.com/shraWp865MVDj3VHZ
+You can ignore everything below here, much of it is out of date and no longer correct.
 == Authorization ==
 *Ongoing payments such as utilities
@@ Line 6: / Line 22: @@
 == Ticket Generation ==
+If you are a member and you want to be reimbursed for some money you spent:
+* Make sure the relevant area host is ok with you spending that money.  Preferably before you spend it.  The area host has no obligation to approve reimbursement for something you decided to purchase without consulting them.
-* Create a ticket by sending an email to [email protected].
+* Use form above.  If you message any email address, freshdesk, etc.  --- we will tell you to go through the online form above.  Save us an additional email?
-* Please put the word reimbursement in the Freshdesk ticket title!!!
-* A Freshdesk ticket must exist to document any expenditure of PS1 funds, as purchase, bill payment, expense, or reimbursement for any of the above.  Attach receipt(s) or invoice(s) to the ticket.  For convenience, it may be easy to submit a photo of the documentation, or scan, in a separate email to info@.  When doing this, make sure to comment on the supporting Freshdesk ticket, the ticket number for the documentation.
-* Expense documentation tickets must specify, or obviously imply, the following pieces of information
-** Who
-*** For area host expenses, usually the area host can be inferred from the ticket creator, though not always.  If the ticket creator is not the area host, the area host must comment on the ticket to authorize the expenditure
-*** For bill payment, to whom will the payment be made out to.  This can be inferred from the attached invoice
-*** For non-area expenses, the name of the vote, or the date of the board meeting where a documented decision to purchase the item or service was made
-*** For reimbursement, if the ticket creator is an area host, then it is assumed that they made the purchase with personal funds.  Otherwise, the ticket must specify the active member who made the purchase.  Funds will be sent to the PayPal email in the member profile unless otherwise specified.  Non-members requesting reimbursement will require board review and authorization before reimbursement.  Non-members should seek pre-approval for any PS1 expenses as un-approved non-member expenses will be considered, at best, donations.
-** What: an itemized list of items purchased, quantity, unit price, and grand total.  For bulk items, provide a general description of the bulk and price.  For items by weight, provide the price per unit weight, the weight, and the subtotal.
-** When: the date of purchase, or invoice.  Inferred from the receipt or invoice.  Particularly in the case of handwritten receipts, the date can sometimes be missing.
-** Where: the budget(s) will the expense(s) be charged against.  It is acceptable to specify any number of budgets to divide the expense.  Specify either the percent allocations, dollar value, or combination thereof.  The rounded fraction, if any, will be charged to the budget associated with the largest portion of the expense, or the ticket owner's area budget, or a random associated budget, in that order of precedence.
-** Why: provide a one sentence reason for the expense, unless it is blatantly obvious.  Also, categorize the items, unless readily apparent, as follows:
-*** Supplies: consumables, hand tools, and small replacement parts
-*** Tools: portable equipment, non-consumables larger than hand tools, and non-portable equipment, all under $1,000
-*** Equipment: anything over the $1,000 capitalization limit is probably equipment.  If the item(s) is over $1,000 and is not equipment, the categorization will be inferred from the description.
-*** Repair: services, shipping, and large replacement parts
-*** Entertainment: used for things like pizza for a build out the space event, etc.  Please be certain this sort of expenditure meets the area host guidelines
-*** Advertising: used for things like meetup.com subscription invoices
-A template for Freshdesk expense tickets is depicted in the "Area host and director onboarding process" document.
+* If you are someone resolving tickets on freshdesk, and you see someone asking for a reimbursement, please send them a link to this page.
 == Freshdesk procedure ==