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Reimbursement request from 2.5 years ago

Posted: Wed Dec 21, 2016 6:08 pm
by tolmanda
A member submitted a request for reimbursement, along with a receipt, from an expense incurred in an activity that took place two years ago. The auxiliary leader approved the request. The Bishop is considering whether or not to approve it.

The only information I could find related to this is that closed years cannot be re-opened. So, the expense would apply against this year's budget if it is approved.

But it's from two calendar years ago. Can a reimbursement be processed for this? Should it be?

Anything special to do when processing it?

Re: Reimbursement request from 2.5 years ago

Posted: Wed Dec 21, 2016 7:25 pm
by russellhltn
tolmanda wrote:The only information I could find related to this is that closed years cannot be re-opened. So, the expense would apply against this year's budget if it is approved.


Correct. By default, the ward carries over the funds, but not the budget allocation to quorums and auxiliaries. So you have a choice of pulling from the ward's top-level funds (I think that's where the roll-over appears) or have it count against the auxiliary's current budget.

Re: Reimbursement request from 2.5 years ago

Posted: Wed Dec 21, 2016 8:28 pm
by eblood66
russellhltn wrote:So you have a choice of pulling from the ward's top-level funds (I think that's where the roll-over appears) or have it count against the auxiliary's current budget.

Well, the roll over doesn't really appear in any budget. It's just part of what's available to allocate to budget categories. New quarterly allocations are placed in the Budget Allocation category but that shouldn't be used to pay expenses. It's only for incoming funds from the stake or CHQ.

So the expense does have to be placed on one of the budget sub-categories but you can choose whether to put it on the auxiliary's budget, in the Administrative budget or you can create a specific category for this kind of thing (something like 'Prior Year Expenses'). But given that it's the end of the year and all balances will be cleared in a week or so anyway, it probably doesn't matter which category is used at this point as long as you have a positive balance overall.

Re: Reimbursement request from 2.5 years ago

Posted: Wed Dec 21, 2016 8:32 pm
by russellhltn
eblood66 wrote:So the expense does have to be placed on one of the budget sub-categories but you can choose whether to put it on the auxiliary's budget, in the Administrative budget or you can create a specific category for this kind of thing (something like 'Prior Year Expenses').

Right, that's a better way of putting it.

Re: Reimbursement request from 2.5 years ago

Posted: Thu Dec 22, 2016 8:30 pm
by sbradshaw
I would also look back in your expense history to make sure the reimbursement wasn't already paid but forgotten about somehow.