Reimbursement App

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Welcome to the Reimbursement App!

This is the essential guide to creating your reimbursement requests online. Please begin watch the step by step training video below.

You can access the Reimbursement App here: https://ymca.link/apps/reimbursement

Getting started

Before you start your request, you will need to select your branch and supervisor. There are two people who review your request, your direct supervisor and branch executive.

e.g. You work at the Association Office, and your supervisor is Michael Rinner

Creating a request

After selecting your branch and supervisor, you will be brought to the Expense Report page. The page will be blank until you add an expense. You are able to submit multiple expenses in the same report.

Adding a meal/meeting expense

As you fill out the required fields, take notice of each field’s title. For the “add” button to appear at the bottom below, all fields must be filled out. This also includes having the 16 digit GL code. For the dollar amount, a “$” sign is not necessary and please make sure to include the decimal. For conferences and events, there’s a greater emphasis to have full descriptions for supervisors and execs.

Adding a mileage/parking expense

As you fill out the required fields below, take notice of each field’s title. For the “add” button to appear at the bottom below, all fields must be filled out. This also includes having the 16 digit GL code. For the dollar amount, a “$” sign is not necessary and please make sure to include the decimal. Be elaborate enough in the description for supervisors and branch execs to understand the requested item. Unique to Mileage and Parking; you will enter the number of miles driven. When you add this item to the expense report, the mileage you enter will be calculated by the conversion rate (listed under the miles driven field).

Adding a conference/other expense

This section follows a similar pattern to the Meal/Meeting section. As you fill out the required fields below, take notice of each field’s title. For the “add” button to appear at the bottom below, all fields must be filled out. This also includes having the 16 digit GL code. For the dollar amount, a “$” sign is not necessary and please make sure to include the decimal. Be elaborate enough in the description for supervisors and branch execs to understand the requested item.

Expense Report

This section highlights the culmination of expenses created in this training hub. The description written headline’s each item. The location is tucked underneath the title and in a smaller font. The expense amount of each item is displayed on the right. If an item is needing to be removed, just click the garbage bin icon to the right of the item amount.

Taking the three items created in this training, we see how they appear in the Expense Report. Note that the mileage we input is automatically calculated using the formula descripted in the “Creating Mileage/Parking” section.

eSignature & submission

This section asks for a signature as to verify the expense report is correct and you wish to proceed with submitting this request. There is a submit button that will be hidden until a signature is created in the blank space.

Approval State

This section highlights the steps the supervisor and exec will make to finalize or deny submission requests. These requests will come in the form of emails in the supervisor/exec’s Outlook email. The formatting for each item will appear as; the amount, the description of the item, and the date selected. If there is a receipt attached, there will be a clickable link to view the image(s).

The 3 items created from the previous pages in this training hub are now summarized in the approval email.

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