Expense claim declarations
Within ExpensePlus you can require those submitting expense claims to complete a declaration statement whenever they submit expense claims or mileage claims. This is called a reimbursement declaration.
In this article:
Where is the reimbursement declaration
When submitting an expense claim, the purchase submitter needs to select the checkbox in the 'Repayment Details' section to confirm they agree to the declaration statement.
The wording of the declaration statement
This is the wording for the reimbursement declaration:
I confirm that this Expense Claim is accurate and incurred on the business of the charity.
Note: This is only for Expense Claims and Mileage Claims (not other purchase types).
How to set reimbursement declarations as required
To set reimbursement declarations as required for your organisation, a finance team user will need to update the system setting for this.
By default they are not required and there will be no reference to the declaration on the purchases screen.
To set them as required, go to System Settings > Purchases Settings.
Click the edit button to the right of the 'Purchases' section on the System Settings screen.
In the popup that appears, update the setting to 'Required' to enable reimbursement declarations.
Users will then have to agree to this declaration when submitting expense or mileage claims.
Note: if a user enters an expense claim on behalf of someone else, they will need to complete the reimbursement declaration. It's not recommended that users enter purchases on another person's behalf as it's more efficient for each person claiming expenses to have their own access to ExpensePlus.
To help you better understand the Purchases module, please visit the module overview page here.