The process of submitting Invoices for reimbursement has become more complicated. The process now includes handling paper, electronic, and verbal submissions.
One of the challenges was ensuring that the submitted invoice was not lost, miscalculated, failed to be processed, or was processed multiple time.
A new automated and electronic process has been established to establish safeguards throughout the process from submission to payment as well as auditing.
Submitting Bills for Remuneration
Bills can come from external service/product providers (Scottish Rite Club, banquet halls, Grand Lodge), or from HML brethren who have spent their money on Lodge purposes and would like remuneration.
Both entities are treated the same: they are configured in the system as a Vendor.
Making an electronic version of the Invoice
- Brethren with a store receipt could take a picture of the receipt or otherwise scan the item. The stores can also send the receipt electronically.
- The submitter can use the web site to initiate the email or they can use their own email and configure it properly.
- If using the web site, the submitter must be logged in to the system.
- Under the “How do I…?” menu action is a sub-item “Submit Expense to Treasurer”
- This initiates a call to the default mail program and configures the To: Subject: and Body: attributes.
The Submitter can access the link from the web site, but must be logged in to see the menu option.
Choose the desired mail program if a default one has not yet been configured.
The fields are prepopulated to ensure a consistent content is provided.
The Subject and Body can be modified to provide more details.
It is suggested that the Body of the message contain the items and amounts with sub-totals and totals. These values will be confirmed once the Treasurer reviews the request.
The images of the receipts supporting this request can be attached. Multiple events and suppliers can be identified so that the Submitter can get a single cheque for all of the payments rather than a multitude of cheques.