Can Individual Members Submit Expense Reimbursement Requests Online?

Hello Group--

I'm a newly called ward clerk, and I didn't see an answer to my question in previous posts, so here it goes.

We have a member that incurred some expenses associated with her calling. She has hard copies of her receipts, and has setup her online banking for expense reimbursements. What is the next step for her to get reimbursed? We're in a seriously locked-down area due to COVID, and we'd like to do as much of this electronically as possible.

I'm looking through my calling documentation on this subject, and I'm just seeing instructions associated with my calling, not what the member needs to do to get reimbursed.

Any help is much appreciated.

Thanks,


Stephen

If she can scan and email the receipts to her organization leader or a clerk, either one of them will be able to enter the reimbursement request and name her as the payee. A member cannot enter the request on their own (unless they are also a leader).

lajackson wrote:If she can scan and email the receipts to her organization leader or a clerk, either one of them will be able to enter the reimbursement request and name her as the payee. A member cannot enter the request on their own (unless they are also a leader).

Understood! Thanks for the quick reply!

... but I am a newly called Second Counselor in the bishopric and have an expense to submit. The system won't allow me to submit my own expenses. However, it will allow me to submit an expense for anyone else in the ward. Why is this? It would seem members could submit expense requests ???

sandlh@frontier.com wrote:... but I am a newly called Second Counselor in the bishopric and have an expense to submit. The system won't allow me to submit my own expenses. However, it will allow me to submit an expense for anyone else in the ward. Why is this? It would seem members could submit expense requests ???

They say that is a feature, by design, and not a bug. No one who has access to ward financial records is able to submit his own reimbursement request. Whenever I need to be reimbursed, I have to email my receipts to someone else in the bishopric, or my assistant clerk, and ask them to create a reimbursement request for me. The first time I asked them to do that, I was reimbursed twice, because both bishopric counselors jumped on it. So I had to write a check to reimburse the ward budget for the duplicate payment.

sandlh@frontier.com wrote:... but I am a newly called Second Counselor in the bishopric and have an expense to submit. The system won't allow me to submit my own expenses. However, it will allow me to submit an expense for anyone else in the ward. Why is this?

Where you actually prevented from processing the payment? Or did you see a message that gave you the impression that you could not complete the payment entry. The message displayed just below the Payee text box when you enter your own name in the Payee text box is this:

The submitter should not be the payee or fast-offering recipient of the expense

That message is only a warning about fast offering payments. It does not prevent you from completing the expense payment entry into the system.

sandlh@frontier.com wrote:It would seem members could submit expense requests ???

Members can submit expense payment requests. The method in which they can submit them is not yet directly into the system unless they belong to an organization presidency.

jdlessley wrote:

The submitter should not be the payee or fast-offering recipient of the expense

That message is only a warning about fast offering payments. It does not prevent you from completing the expense payment entry into the system.

The 'payee' part applies to all expenses. And, no, it doesn't prevent you from entering the expense but it will then make you the first approver (in the US--apparently it works differently in the UK at least) and then there can only be one other approver. If the auditor audits this expense (which is likely because the audit software will flag it as an recommended expense to inspect) this will be an audit exception because by policy you aren't supposed to sign or approve an expense where you are the payee.

eblood66 wrote:The 'payee' part applies to all expenses.

That is partially true . Until the system accounts for all cases in which a submitter is the payee it would prevent the exceptions necessary for special circumstances. There is one obvious situation that should not prevent a submitter from being the payee. This is when the payment method is a paper check. As long as the signers of the check are not the payee then submitter as the payee should not be prevented. I have submitted a payment for myself for a check payment with two other check signatories and this was acceptable, as well it should be. I would expect the system to prevent an EFT payment in the event that the submitter is the payee. In the past this has not been the case and the system would let the payment be processed. I submitted feedback on this quite some time ago as it appeared to be a bug . If the situation described by sandlh@frontier.com was for an EFT then I expect they have updated the system. I tested the system up to, but not, clicking the Save button and all appeared as though it would be accepted. I hope the transaction would not be completed but blocked after clicking the Save button.

I agree that even if the system allows a submitter to be an approver for an EFT payment then someone else should submit the payment request on behalf of the payee. I am just not certain that the system has been changed/updated.

jdlessley wrote:There is one obvious situation that should not prevent a submitter from being the payee. This is when the payment method is a paper check. As long as the signers of the check are not the payee then submitter as the payee should not be prevented.

Agreed. My comments only really apply to EFT transactions. Check are handled differently (especially if you don't upload documentation).

jdlessley wrote: I would expect the system to prevent an EFT payment in the event that the submitter is the payee.

I think it would be better if it would let there be an EFT payment when the submitter is the payee, but not count the submitter as an approver.

jonesrk wrote:

jdlessley wrote: I would expect the system to prevent an EFT payment in the event that the submitter is the payee.

I think it would be better if it would let there be an EFT payment when the submitter is the payee, but not count the submitter as an approver.

That was my recommendation when I submitted feedback some time ago. I never got a response - the usual outcome for me.

Is there somewhere that gives you a step by step process for how someone goes about requesting an online reimbursement for a ward or organizational expense? We are trying to put something together for training our organizational leadership.

I'm not aware of any official documentation but the steps were posted by another forum member here: viewtopic.php?f=46&t=34915&p=216693&hil ... nt#p216693

lajackson wrote:If she can scan and email the receipts to her organization leader or a clerk, either one of them will be able to enter the reimbursement request and name her as the payee. A member cannot enter the request on their own (unless they are also a leader).

Is there a list somewhere of specific callings that can submit an electronic reimbursement for themselves, such as a Teacher Quorum Specialist? I would also like to see a master list of what callings can do this. Thanks!

KeithWilson wrote:Is there a list somewhere of specific callings that can submit an electronic reimbursement for themselves, such as a Teacher Quorum Specialist? I would also like to see a master list of what callings can do this. Thanks!

Payment requests are limited to organization presidencies (Stake YM, Stake/Ward YW, EQ, Stake/Ward RS, Stake/Ward SS, Stake/Ward Primary) including secretaries. No other callings have access. This information is available from the Access Table in LCR but you have to have access to LCR to see the Access Table.

Have you tried it using the app? I believe if you do it through the app then it is fine.

bradchristopherson wrote: Wed May 18, 2022 9:26 am Have you tried it using the app? I believe if you do it through the app then it is fine.

That will only work if the individual's calling has access. If they don't get access per their calling, they will not see the option in the Tools app. But that is a quick way for someone to check if they can submit themselves or need to pass their receipts on to their organization presidency.

Is this "regular member" limitation in place because organization presidents still need to approve expenses being charged to their budget, and currently if members were able to directly submit reimbursement requests via the app, there isn't anything in place requiring org approval before payment?

Just wondering if before developers could enable member access for this, they'd need to come up with some method for org presidents to be involved in the approval process. But perhaps it's not anything to do with this. Which is why I asked

BrianEdwards wrote: Wed May 18, 2022 12:34 pm Is this "regular member" limitation in place because organization presidents still need to approve expenses being charged to their budget, and currently if members were able to directly submit reimbursement requests via the app, there isn't anything in place requiring org approval before payment?

Just wondering if before developers could enable member access for this, they'd need to come up with some method for org presidents to be involved in the approval process. But perhaps it's not anything to do with this. Which is why I asked

As far as I'm aware, there's nothing in the handbook that says organizational presidencies need to give approval. But I do consider it a courtesy.

But the developers get their marching orders from the people who write the Handbook, not from them reading the Handbook.

Members can submit their own receipts via the LDS Tools app. The app only allows one receipt to be added per transaction, so if the member has multiple receipts, they will need to create multiple reimbursement requests. Having the member also email them to you is another option.

bjelmer wrote: Sun May 29, 2022 1:41 pm Members can submit their own receipts via the LDS Tools app.

To be clear, only organization presidencies, bishoprics and clerks can submit reimbursement requests via Member Tools. Others must send them to their organization presidency or a clerk via email (or give them physically).

bjelmer wrote: Sun May 29, 2022 1:41 pm The app only allows one receipt to be added per transaction, so if the member has multiple receipts, they will need to create multiple reimbursement requests.

This is true for the Members Tool app but the Payment Request option in the LCR website does allow multiple receipts per request.

I am a stake finance clerk and once in a while submit a request for myself. I get the message they are referring to and it will process the request. In order for the request to execute the EFT in must be approved by one of the Stake Presidency. After that the Stake president has to approve it as part of his calling. So it really gets two approvals. I've never had an audit show one of these requests as a problem and every audit I have a different auditor.

waynejk wrote: Mon Sep 05, 2022 9:28 am I am a stake finance clerk and once in a while submit a request for myself. I get the message they are referring to and it will process the request. In order for the request to execute the EFT in must be approved by one of the Stake Presidency. After that the Stake president has to approve it as part of his calling. So it really gets two approvals. I've never had an audit show one of these requests as a problem and every audit I have a different auditor.

Your submission directly into the system at the Finance > Expenses > Enter Expenses tab is the first approval. The stake presidency counselor approval is the second approval. For an EFT payment the payment processing is complete and the system sends the payment request even without the stake president review. The stake president's review is not one of the two approvals required for the payment to be completed. It is the required review by the stake president that he is aware of the transaction. It is possible the transaction can be completed, or the funds deposited into your bank account, before the stake president does his review. Auditors cannot tell during an audit who made the two approvals without having someone bring up the expense in LCR to see who made the approvals. All an auditor can see is if the stake president reviewed the expense payment. That is all they are looking to see was done. Any further digging will show the process was not properly completed. In the situation you described the stake president was not one of the two approvers.

waynejk wrote: Mon Sep 05, 2022 9:28 amI've never had an audit show one of these requests as a problem and every audit I have a different auditor.

jdlessley correctly describes why there is a problem in this situation and also why an auditor won't see it without digging further. But if they are trained to dig they most likely will find such problems and write it up. Our stake had about 5 such exceptions spread across our stake during the last set of audits. During our audit review meeting our assistant area auditor confirmed that these should be considered exceptions. We're planning training for our wards and branches so they don't get tripped up by this in the future.

Our AAA did indicate that if this happens and a reimbursement gets submitted by the payee, then the unit should get physical approval signatures and then scan and upload them as part of the documentation. If this is done before the 2nd approval is done then that satisfies the policy.

Very interesting. all these replies and none of them address the question asked

Submitted by John Hollingsworth

I believe this is the answer to the Question submitted in block one.

Unit leaders and clerks can submit Church-related expenses by completing the following steps:

On a mobile device, open Member Tools.
Enter Church account credentials and pin as needed.
Go to the Finance menu.
Click Expenses from the menu.
Click the Add Button (+) to start a new expense.
Select the desired Payee from the list.
To add a payee, click on New Payee and enter information as needed, then click on Add Payee.
Select a Payment Type from the list.
Enter a Purpose for the expense. (The purpose should be as short as possible; if additional space is needed, please place the additional information—typed or handwritten—on a separate document and attach it to the transaction along with the receipt.)
Select a Category from the list. If the category is for a fast offering, select Recipient.
Enter the Amount.
Add other categories and amounts if applicable.
To add a receipt:
Click Add Receipt.
Upload a picture of the receipt or take a new picture of the receipt using your device’s camera. Review the picture.
Select OK or Retry.
Review payment information. Add additional payment information or receipts as needed. (If a more detailed description is needed, use a separate piece of paper to document the reason. This document could then be photographed and attached as additional support for the transaction.)
Click Submit.

I am a ward RS President. I am trying to get reimbursed for a ward expense. Can you please help guide me as to where I can submit this online?

lynnetterose wrote: Tue Mar 05, 2024 11:51 am I am a ward RS President. I am trying to get reimbursed for a ward expense. Can you please help guide me as to where I can submit this online?

The instructions for the mobile app are just before your post. To do it online via LCR:
1. Log in to your account on the church web page.
2. Click the "Resources" link on the right side (next to your pic) and select "Leader and Clerk Resources" from the drop-down menu.
3. Click on the "Finance" tab
4. Click on the "Payment Request" tab and fill out the form.
5. After you upload the receipt, click on the "Save" button.

If you need help, your local clerk or assistant clerk-finance should be able to provide personal assistance.

Bumping this since all adult members may now submit a payment request using Member Tools. Hopefully Ward Councils can go over this so that organizational presidents aren’t caught off guard by a $500 request they aren’t aware of.