Proper way for a Bishop to submit a reimbursement request

[jgoggan]

So, I know this has come up before -- I've searched and read the other threads -- but some of them are outdated and don't seem to really answer things fully.

I'm trying to find the "proper" ways for a Bishop to submit a reimbursement request. Is it supposed to be paper only for Bishops? Our Stake wants everything to be submitted digitally when possible. A couple quick notes:

1. I'd like to do not it using the Android app. I think it will work there, but I'd like to do it using the desktop/web if possible.
2. I need to split the reimbursement across two categories (YM and YW).

There is a reimbursement request area on the web, but it makes you pick a category FIRST -- like YM or YW -- and then you can go from there, but can't mix categories. When I contact the GSC about this, they said that that is actually a bug and Bishops shouldn't even have access to that page at all! They said it is only for those organization leaders and that is why you have to pick that first. So, that method is out.

GSC then told me to instead just go to the Expense tab and submit it there. But, there, as soon as a Bishop picks their name for reimbursement, it says that it shouldn't be done that way:

"The submitter should not be the payee"

I'm just curious what others are doing in their Ward if the Bishop needs a reimbursement. Phone app only? Paper only?

[jdlessley]

The simplest method when the payment type is EFT is to send your payment request with attachments by email to a counselor, ward clerk, assistant ward clerk, or assistant ward clerk - finance and have them enter the payment into LCRF. Let someone else give the second approval. If the payment type is a check then just enter the expense into LCRF > Enter Expense. You will get the "The submitter should not be the payee" notice. But don't worry, it will go through and will not be an audit exception as long as the two signatures on the check are from two other authorized signers.

[Biggles]

We only do electronic reimbursements now. This is how we deal with a reimbursement to the Bishop.

I as the Ward Clerk prepare the reimbursement documentation, upload it and do one of the Approvals at the same time. The second Approval is carried out by one of the Bishopric Counsellors. Then the Bishop does his bit.

A slight variation on this. If I need to make a claim, I again prepare the documentation, but usually forward the created file to one of the Bishopric Counsellors to do the upload and Approval and the Bishop does the 2nd Approval as well as his Review.

This method works for us and has the approval of the Auditors!

[jgoggan]

Ok, so both of those are basically "someone else needs to do it." That's unfortunate. Just seems odd that there isn't a good way for a Bishop to submit a digital request for reimbursement himself.

Thanks for the info. Guess I'll do it that way.

Note that the Android app DOES allow it to be submitted fully. Is that something that shouldn't be done? I was trying to avoid the app, but it is better to me than having to send it to a clerk.

[jdlessley]

Note that the Android app DOES allow it to be submitted fully. Is that something that shouldn't be done? I was trying to avoid the app, but it is better to me than having to send it to a clerk.

I did not mention the Android Member Tools app in my previous post because I was not aware it had been updated to correct some significant deficiencies. I took a look at it again and I like what they have done. I am not certain about the iOS app but the Android app is an acceptable way for someone with finance edit permissions to avoid being tagged as a submitter/payee since the first approval happens when the payment request is viewed/approved in LCRF.

[Biggles]

It is about a question of accountability. The more persons involved in the process, the more safeguards are in place!

I personally try and discourage the use of Member Tools as a means of submitting reimbursements. Invariably half the information required is missing, so I end up having to chase to get said information. Whereas if the receipt is given directly to me, I can ask all the relevant questions, before processing!