Use of Expense Form with online expense

On LCR we have always used a paper Expense Reimbursement form (attached) to submit expenses. Since the leaders are now able to submit online, many times they are not using this form and this has brought up some questions. When this form is not used and uploaded, it creates a problem for the auditor because even though the bishop has approved it online, the auditor cannot see that he has. This form is the only proof that they can see online without having to question the expense. Also, when submitted without this form, we have no physical proof that the bishop and leader, approved the expense. In addition, the leader has retained the original receipts (thinking that the digital copies are sufficient) and there is no method to collect and store the original receipts.

To me, the expense form is very important because it creates a trail of authorized paperwork and a method to retain proper receipts for when we are audited.

My question is- Are we to still use this form? Presently we are using the attached procedure to handle this ("filling out the paper expense form" attached) Are we doing things correctly or do we need to make some changes?

THANK YOU ALL!

cahoca wrote: Mon Sep 26, 2022 3:20 pmWhen this form is not used and uploaded, it creates a problem for the auditor because even though the bishop has approved it online, the auditor cannot see that he has. This form is the only proof that they can see online without having to question the expense.

If the bishop has approved the expense online (or at least marked the expense on the Bishop's Review page) then the audit system should automatically answer the associated question in the audit. That tells the auditor that the expense was approved and he should not require any further proof of approval. If the auditor doesn't know this then the auditor needs additional training on the audit system.

cahoca wrote: Mon Sep 26, 2022 3:20 pm Also, when submitted without this form, we have no physical proof that the bishop and leader, approved the expense. In addition, the leader has retained the original receipts (thinking that the digital copies are sufficient) and there is no method to collect and store the original receipts.

Online approval is sufficient--physical proof is not required. There is also no need to retain the original receipts if images have been uploaded. At that point the headquarters is responsible to make sure the images are protected from loss.

cahoca wrote: Mon Sep 26, 2022 3:20 pm My question is- Are we to still use this form? Presently we are using the attached procedure to handle this ("filling out the paper expense form" attached) Are we doing things correctly or do we need to make some changes?

The payment request form has been useful (and may still be useful in some cases) but it is not required. If you receive paper receipts the forms is still useful to track who submitted the request and what amount they are requesting. But it is not needed if the Payment Request option is used in Member Tools or in LCR and there is no need to have the bishop sign it. The bishop should be approving all expenses online. It's more reliable and, when the auditors are properly trained, makes the audit go smoother.