Video tutorial on Expensify.com.
If you have not received an invitation via Expensify to join this policy, please reach out to the finance team at [email protected].
Setting up your card;
Accept Invitation
During your on-boarding you should be set up with an Expensify policy by the finance team. You will also be invited to our group policy/(ies) as noted above. You will receive this invitation in your mobilization email. Select "Sign in" when you receive this email.
Please do not create your own policies in Expensify.
2. Enter Bank Account Information
Reimbursements are processed through Expensify. Upon signing in for the first time, you will be prompted to enter your bank account information. Follow the prompts to do so.
This must be an American bank account.
REPORTS:
Navigate to "Reports" on the mobile app or on the web version.
Press the blue + in the top right-hand corner of the app or select "New Report" on the web version.
When you create a new report the name will auto-generate. You will need to make sure the report is set to the correct policy, "CMM Expense Reimbursements" for reimbursements. This can be changed in the top right-hand corner of the report.
Create/Record Expenses
You can either manually create expenses in Expensify, or link the credit/debit card you use for expenses to your account and your expenses will be synced from your card.
Receipts:
Required for purchases greater than $74.99
Snap a good clear picture and attach it to your expense item - the receipt can now be thrown away
Cellphone payment systems are acceptable - take a screenshot of the confirmation as a receipt
If a vendor does not have a receipt use:
carry a receipt book with you and have them sign
create one on your own but be aware that this will be monitored for abuse
Do not take pictures of computer screens. Please create a digital copy of the receipt (i.e. pdf, jpeg,png, etc) and attach this to your expensify report.
All expenses must have a detailed comment.
You should only reimburse expenses from ministry accounts that you have authority of( i.e. your personal or team account) or have been given permission to reimburse from. The finance team will need to receive approval via email from the account owner before a reimbursement will be processed.
How to Submit a Report:
Once you are ready to submit your report, select submit in the top left-hand corner. Finance@mobilization should auto-populate in the "to" field. Select submit and the report is sent to our team to review the report.
Our team will review your report and if it doesn't have any issues, we will approve and reimburse it. You will receive an email that your reimbursement is on its way.
Here is a brief summary of the data you will enter in Expensify:
Date Paid
Merchant
Total
Reimbursable: The Expense Report policy should default expenses to reimbursable. If it doesn't go ahead and check the box.
Expense Categories: These categorize what the expense relate to. Did you spend money on food while recruiting a new staff, use Recruiting-Food. Are you reimbursing mileage from a mobilization trip, use Mobilization-Transportation.
Ministry Account: This is the MA that you want these funds to be reimbursed from. (Ex. Local Kenya Team, 754 Hays, etc.)
Comments: Why did you spend this money, on who did you spend this money, etc. This will further clarify for our bookkeeping and auditor reviews. Expenses without sufficient comments may be denied.
Report: Select which report this expense is associated with.
Failure to comply with the above guidelines could result in a delay and/or rejection of an expense report.
Any questions should be sent to [email protected].