Expense Tracker

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Data

To begin customizing this expense tracker for your own use, go to the

Data⁠

section and make the following updates:

On the

Team⁠

page, update the display column to list all your team members, their email addresses, and salaries.

Email addresses will be used for notification.

Salary is used to determine how much professional development they’re entitled to. This is currently set to 3% (as shown at the top of the page), but can be adjusted by replacing the “3” with whatever percent you choose.

There is a Year selector on top which allows you to filter by current (or past) years. This is refernced in formulas as well.

Everything else is formulaic and to be explained later.

The rest of the data (categories, types, and statuses) can all be easily modified to fit your needs.

⁠

Category⁠

are the overall types of reimbursements. I only have “professional development” and “expenses” listed, but more can be added.

⁠

Type⁠

lists the types of reimbursements per category; feel free to add/change but make sure to associate them to a category type.

⁠

Status⁠

covers all the statuses I thought necessary for such a workflow.

I added “status type” to further help in filtering statuses in formulas.

Many of these statuses trigger various buttons/steps in the workflow (see below for more details).

Reimbursement Pre-Approvals

The workflow begins with the

Reimbursement Pre-Approval Form⁠

. Once published, this URL can be shared (and bookmarked), and asks for all the relevant information needed to approve/reject requests.

All submissions will show up on the

Reimbursement Pre-Approval Request⁠

page, and also on the

Summary Page⁠

page. The latter is filtered to only show things requiring action.

Newly submitted items will have the “approve”, “defer”, and “reject” buttons enabled and the “reimbursable cost” will be blank and in grey.

For PD requests, if there is no remaining PD left for that team member, the “approve” will not be enabled. As long as there is some PD left, you can “approve” it and only the difference will be reimbursable (see below).

If you do not want to approve the request, you have the option of rejecting or deferring it.

Deferring implies you can revisit it later. The

Pre-Approval Deffered View⁠

on the

Summary Page⁠

makes it easy to revisit, at which point you can uncheck the “deferred” checkbox, which will re-enable the other options (unless it’s PD and $0 PD is left).

Selecting either reject or defer will grey out all the other buttons, update the statuses respectively, and send a brief status email to the team member.

You can always uncheck the respective checkbox if you want to reconsider (they will be hidden on the

Summary Page⁠

but not on the

Reimbursement Pre-Approval Request⁠

page).

Email language can be changed in the “notify” button options.

If you do want to approve the request, which will trigger the following actions:

The approve and other option buttons are disabled.

Reimbursable cost is filled in:

For PD requests, it will be either the total cost, if there is enough remaining to cover it; otherwise it will be the difference between the total cost and remaining PD (which you can see on the

Team Overview⁠

on both the

Reimbursement Pre-Approval Request⁠

and

Summary Page⁠

pages).

For non-PD requests (ie, Expenses), it will be the total cost.

Status is updated to approved and a quick status email is sent.

Reimbursement Processing

As with the pre-approvals, the reimbursement completion processing workflow also begins with a form (

Reimbursement Completion Form⁠

) being submitted. As before, the published URL can be shared and bookmarked.

The form is set up to only show the team member’s pre-approved requests in the dropdown.

Dates and totals are auto-populated via formulas and receipts are a required attachment. (Ignore those in the template since I just added something I had handy :)).

All submissions will show up on the

Reimbursement Master⁠

on both the

Reimbursement Request⁠

and

Summary Page⁠

pages.

As before, you have the option to either approve or reject any submission.

If you reject it, both statuses will change to rejected and the email will be sent notifiying the team member; nothing further needs to be done.

If you approve it—

the reimbursement status will be changed to approved;

the request status (from the

Reimbursement Pre-Approval Request⁠

) will be changed to “to process”;

and a short email update will be sent to the the team member (with the notify checkbox triggered and disabling further notification unless it’s cleared).

When the request status is set “to process” (see 3.b.ii above), this enables the “reimburse” button on the

Reimbursement Request Master⁠

table.

As a reminder, this table is seen on both the actual

Reimbursement Pre-Approval Request⁠

page, as well as on the

Summary Page⁠

, which is prefiltered to only show actionable lines.

After processing the reimbursement payment, hit the “reimburse” button, which will change the status to reimbursed and send an email status to the team member.

And that completes the process :).

Feel free to reach out with any questions...and happy reimbursing.

Data

Reimbursement Pre-Approvals

Reimbursement Processing

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Data

Reimbursement Pre-Approvals

Reimbursement Processing

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