Argenta gives you an easy way to request a reimbursement from a purchase. Once you input an expense request, an email is sent to the system admin and the financial notification person on record. This will alert them there is an expense reimbursement that is awaiting approval. There is a built in form to request a reimbursement in Argenta.
To get started, choose Staff & HR > Reimbursement Request - from the main menu on the left-hand side.
This opens the Expense Reimbursement Request Form:
Here is where you will fill out these details for the expense you are seeking reimbursement for:
- Date of Purchase - This is the date you purchased the item(s). You can manually enter a date or use the date selector. This is a required field.
- Payee - The Constituent Payee is the person receiving payment for this expense.
Constituent Payees can be any constituent in your Argenta System.
- Expense Category - Choose the appropriate expense category for the item by selecting it from the drop-down list.
- Expense Description - Type in an appropriate description for the item(s). This is a required field.
- Team Member Who Made Purchase - This will default to the user who is signed in. You can change this by selecting the Lookup
icon, searching for and selecting the person who purchase the item(s). This is a required field. - Total Cost of All Items - Type in the total cost of reimbursement for item(s). This is a required field.
- Payment Type - Select how the purchase was paid for by using the drop-down list.
- Check/PO/Reference Number - Enter a check number, reference or PO for the purchase, if applicable.
- Is This Expense Recurring - Yes or No.
- Recurrence Frequency - If the expense is recurring select the frequency from this drop-down list. Your options are: Weekly, Bi-weekly, Monthly or Annually.
- Auto Input Recurring Expense - If the expense is recurring and you want the expense automatically input you will select yes.
- Chapter - If this expense is tied to a specific chapter within your organization, select the chapter from the drop-down list.
- Division - If this expense is tied to a specific division within your organization, select the division from the drop-down list.
- Department - If this expense is tied to a specific department within your organization, select the department from the drop-down list.
- District - If this expense is tied to a district, select the district from the drop-down list.
- Precinct - If this expense is tied to a precinct, select the precinct from the drop-down list.
- Related Client - If this expense is tied to a specific client, select the client by clicking the Lookup icon to search for and select the related client.
- Related Campaign - If the expense is related to a campaign, select the campaign by clicking the Lookup icon to search for and select the related campaign.
- Related Event - If the expense is related to an event, select the event by clicking the Lookup icon to search for and select the related event.
- Related Project - If the expense is related to a project, select the project by clicking the Lookup icon to search for and select the related project.
- Receipt File - You may attach the receipt for approval by using the "Browse" button and searching for and selecting the scanned copy of the receipt.
- Notes - You may add any notes to the request by typing them in this field.
Once all the details about your expense have been entered click the "Submit Expense Reimbursement Request" button to add the request and be returned to the Expense Reimbursement window.