<aside> 💡 This process is used to transfer money to council members, active members or alumni that used their personal resources to cover for an expense in UAA’s behalf.

Examples of expenses that could be reimbursed: Flight tickets, accommodation, material for events and digital tools.

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No back up council member for now

🔧 Tools used:

👣 Steps

<aside> 👀 For reimbursements after events (e.g. Symposium, All-hands, Council Meeting) consider sending an informative e-mail beforehand explaining the entire process to event participants that are elegible for the reimbursement.

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  1. Ask elegible members to fill out the Reimbursement Form in Airtable
  2. For every request, validate that the amounts are the same as the ones stated in the receipts.
    1. If the amounts don’t match, you can either correct the request or move it to ❗Needs Response and send an email asking to submit a correct request.
  3. For amounts that are not in EUR you can use the Exchange Extension. If the amounts are in EUR, copy the values from # Total column to $ Total € column.
  4. If the data and amounts are correct, proceed with the bank transfer. Check [WIP] How to make a bank transfer in UBS for more information.
  5. Download the PDF with the receipt pictures from the request.
  6. Move the request to 💸 Paid status.
  7. An automation will create a Google Document in Drive with the Reimbursement summary. Download this document as PDF.
  8. Merge the 3 documents (UBS Transfer, Receipts and Request Summary) using ILovePDF
  9. Save the merged document (if you are the UAA Finance Officer, save it in the Transactions folder with the right numbering).
  10. Upload the merged document in the request in Airtable.
  11. Move the request to 📤 To Send and wait for the automation to move it to ✅ Finished. This will send a confirmation email to the user.