What: This article explains the steps for reporting expenses and, when necessary, receiving reimbursements from Ace for approved purchases. 

Who: Stewards, Directors, Officers, Members

Why: If you make an approved purchase for Ace, it’s important that we recognize the expense of the purchase, and if needed, reimburse you for the purchase.

Pre-Steps

• Set up an Expensify account. Click here to join us and check out Expensify’s helpful starting guide.

Steps

1. Make sure your purchase is approved

• Stewards: may purchase items within their budget allocations without pre-approval if unit cost is less than $100.
• Officers: all Officers should coordinate with the Treasurer or Executive Director to complete purchases using Ace accounts.
• Members: a member may purchase items only with written approval (i.e. e-mail or Slack) from the Treasurer or Executive Director

2. Purchase item(s) and upload/send the receipt to Expensify.

3. Categorize expenses.

• If a purchase is for a program, search for the program (e.g. “CNC” or “Textiles”) and select the most appropriate item from the dropdown list (probably Materials)
• If a purchase isn’t for a program, select the most appropriate item from the dropdown list. Select the best option; the Treasurer will review it after you submit it.

4. Submit report (and wait for reimbursement, if applicable)

Troubleshooting

• If you haven’t received reimbursement within 10 days of your report being approved OR
• If your report hasn’t been approved within 10 days

e-mail [email protected]

Special Cases

If you’re making a single purchase and you don’t need an ongoing Expensify account, after purchasing, upload/send the receipt to [email protected]. Coordinate with the Executive Director to arrange repayment from petty cash.

Regular Purchasing/Ace Debit Cards

If you do regular purchasing, say a least 1x per month we would prefer to set you up with a purchasing card and/or Amazon account access. To request Ace Expensify Debit Card you will need an Ace email account set up.  You will still need to report your purchases in Expensify when you use this card. Connect with the Treasurer or Executive Director to get added to the domain.

Steps for Treasurer

1. Validate the expense

2. Approve the report, and reimburse (if needed), via their preferred methods (ACH preferred, Paypal requires manual work)

3. Export the report to Quickbooks