1. Downloading the expense365 app
Reimbursements
Downloading the expense365 app

2. 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 account for it to work
It will send you a password to your which you should use to login the first time. You can change it to something more memorable once you have logged in

3. 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

4. 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

5. 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

6. 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!
Then, click expenses at the bottom. Don’t click save - you’ll get an error message
Student group:
swimming
Goodge Eracleous

7. 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 the type of expense (food, travel etc)

8. 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.

9. 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

10. 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.

11. 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.

12. Submit the claim
Up until this point, you have created a draft claim. Now you need to submit it!
On android phones you will see the three dots (see right >). On IOS this will be a square with an arrow in it. Click on this and select submit claim
You will then be asked to choose approvers. Select your president, secretary and treasurer.
However if you are one of these positions, you won’t be able to select yourself. Select your other two committee, then select a person marked student officer as your third approver

13. Approving reimbursements - PRESIDENT, SECRETARY, TREASURER ONLY
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. It comes up as paid on a wednesday and will be in your account on the Friday
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.

14. keeping track of your accounts
Reimbursements
keeping track of your accounts

15. 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.
Only presidents, secretaries and treasurers 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