Expense Reimbursement Tracking

Expenses in Ruddr can be marked as “Reimbursed” to designate which expenses have been accounted for as part of Accounting’s reimbursement procedures. This designation can be applied / unapplied in two, distinct areas of Ruddr:

• Expense Auditing
• Expense Reports

Setting an expense as “Reimbursed” requires the Administer time and expenses for member permission and can be applied to any / all expenses in Ruddr that were created with Reimburse to me set on the expense. For more information regarding View / Administer time and expense permissions, view the Security Roles article in the Ruddr Help Center. For more information on expense details and the Reimburse to me setting, view the Add Expense Items to an Expense Report article. Once an expense’s reimbursement status has been set, an event is logged in the expense item’s history (Figure 1) and a Reimbursed indicator is now visible at the top of the View / Edit Expense Item drawer.

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Reporting

As part of tracking the reimbursement status of expense items, members will now be able to filter the Expense Detail report by the Reimbursed status.

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Expense Auditing

To audit expense items in Ruddr, simply click on the Auditing sub-menu item (Figure 2) within the Expenses area. Once on the Auditing screen (Figure 3), select from the various filters at the top of the screen to narrow the returned results. In the results, each item’s reimbursement status will be displayed via a logo (Figure 4) on the item’s row. There are three colors that represent each reimbursement status:

• Grey: Expense item is not set for reimbursement. The member that created this expense specified that the expense should not be reimbursed.
• Black: Expense item is set for reimbursement but has not yet been marked as reimbursed.
• Green: Expense item is set for reimbursement and has been marked as reimbursed for tracking purposes.

When an item’s indicator is black or green, an action is available in the item’s action menu. Using this action item, a member can either set the expense as Reimbursed (Figure 5) or can set the item as Not Reimbursed, (Figure 6) respectively.

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Bulk Reimbursement

In addition to marking individual expenses as Reimbursed from the Auditing screen, you can also apply the Reimbursed status to multiple expenses. Each row on the auditing screen (Figure 3) has a checkbox. Selecting the checkbox(s) for the expenses you wish to set as reimbursed will enable a Set as Reimbursed button (Figure 7). If you wish to set multiple expenses as Not Reimbursed, you can repeat the action of selecting multiple expenses and selecting the Set as Not Reimbursed action from the action menu (Figure 8).

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Expense Reports

As noted in the View and Manage Expense Items of Other Members article, members with the Administer time and expenses for member permission can impersonate other members on the Expense Reports screen, giving them access to the expense reports and expense items of those other members. When viewing the details of an individual expense report (Figure 9), a member with the required, administrative permissions can take action to set an expense as Reimbursed. In an expense report, each expense item’s reimbursement status will be displayed via a logo (Figure 10) on the item’s row. There are three colors that represent each reimbursement status:

• Grey: Expense item is not set for reimbursement. The member that created this expense specified that the expense should not be reimbursed.
• Black: Expense item is set for reimbursement but has not yet been marked as reimbursed.
• Green: Expense item is set for reimbursement and has been marked as reimbursed for tracking purposes.

When an item’s indicator is black or green, an action is available in the item’s action menu. Using this action item, a member can either set the expense as Reimbursed (Figure 11) or can set the item as Not Reimbursed, (Figure 12) respectively.