Downloading the expense365 app Reimbursements Downloading the expense365 app

expense365 Reimbursements – paying people back If someone has spent money for your club or society, this is how you will repay them Download this expense365 app, which is available on android and IOS Make an account – you must use your UEA email account for it to work It will send you a password to your email which you should use to login the first time. You can change it to something more memorable once you have logged in

expense365 Who should download the app? Presidents, treasurers and secretaries must download the app to give permission for people to receive their money back from the club/soc account The person who has spent money on the club/society’s behalf should also download the app as this is how they will claim their money back and get their reimbursement. You will not be able to claim any money back unless you have paid to join the club/society

How do I claim a reimbursement? Once you have logged in, you will see this screen: Click on details on the bottom right, and you will be able to add your bank details Put your club/soc as the payment reference The app won’t let you submit any claims until you have filled these in This is the account that any money you receive will be paid into so make sure it is correct. We can’t get your money back if it goes to the wrong account! No need to fill in your vehicle details

Submitting a reimbursement Click on ‘expenses’ in the top left of the main menu, then click the plus sign on the top right to start an expense claim

Submitting a reimbursement It will ask for your student group, fill in the club/soc you are claiming expenses from i.e. swimming In date of expense put when the money was spent – the date on the receipt or the date of the trip/event In reference please put your name in this box! Click save Student group: swimming Goodge Eracleous

Submitting a reimbursement It will now take you to the expenses tab where you will tell us/the committee what you spent the money on Click new in the top right to begin Click on type and select whether you are a club or society. If you were at society’s fayre you are a society, if you were at Sports Fayre you are a club. Email me at union.money@uea.ac.uk if you don’t know which you are

Submitting a reimbursement The description lines are where you fill in what kind of thing you have spent the money on (e.g. description line 1: fuel to Manchester) If you have two type of expense on the same receipt, please fill them in as separate lines. (e.g. description line 1: fuel to Manchester, description line 2: food for the journey) If you have more than one receipt, you will have to fill one of these pages in for each receipt. Save the current one, go back a page, and click new to add a new expense.

Submitting a reimbursement When you have saved your expenses, you will see a screen like this. Next, you will attach the proof of what you spent for the committee to see Click on receipts at the bottom

Submitting a reimbursement Click new to add a receipt, then either attach a photo or take a photo of your receipts. Please have the cost, date and products bought visible on the receipt. In the description box, please fill in which reimbursement this receipt corresponds with. For example, if you wrote ‘fuel to Manchester’ on the previous pages’ description line, then put ‘fuel to Manchester’ here also.

How committee approves a reimbursement The president, secretary and treasurer will get a notification from their app if someone has submitted a claim to their club or society. You should login to expense365 and click on notifications Click on the expense to see the details – what it is for, the amount, and the receipts that the person has attached. If this is a legitimate claim, click approve, if is not, click deny. If you click deny you be able to tell the person why it was denied.

Approving a reimbursement PLEASE NOTE it is your responsibility to check you have enough money to reimburse someone. If you approve a claim when you have insufficient funds, you will have your approval rights taken away and everything will have to go through the union. When the president, treasurer and secretary have approved the payment, the person who submitted it will see it move from ‘pending’ to ‘approved’ when they login to their app. It will move into ‘paid’ once the payment run has happened (about once a week). If one of these committee members knows they will be away on holiday etc, then they will be able to delegate approval powers to someone else.

keeping track of your accounts Reimbursements keeping track of your accounts

Finding your balance Click on documents and you will be able to select which soc/club you would like to see details for. You will only see the ones you are a member of. All committee and all paid members will be able to see your clubs/socs balance Only committee will be able to see the detailed information showing money in and out. This is called your general ledger Live balances will be here and will update overnight