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guidance on using the expenses365 app, including making a claim and approving claims

expenses365 - the app

guidance on using the expenses365 app, including making a claim and approving claims

the app - expenses365

What is the app?

The expenses365 app is used to track the financial situation of your club or society, and to spend money from your subs account by reimbursing your members who may have purchased something on behalf of your club or society.

For example, if Rob, the Event Offiicer of a society, bought balloons for an event their society was running with his personal money, he could make a claim on the expenses365 app to be reimbursed with money from the society's subs account. For Rob to receive this reimbursement, the President, Treasurer and Secretary would have to approve the claim.

The app can be downloaded for Android and iOS.

 

Who can use the app?

You must be paid member of your club or society to use the app. 

Signatories (Presidents, Secretaries and Treasurers) can use the app to:

  • Keep track of spending in your subs account

  • Approve or deny claims from members 

  • Submit claims for reimbursement for the money they have spent on behalf of the society. You must only make claims for yourself; you cannot make a claim on your account for someone else's reimbursements. 

  • Check balances

Other committee members and non-committee members of your student group can use the app to:

  • Submit claims for reimbursement for the money they have spent on behalf of the society. You must only make claims for yourself; you cannot make a claim on your account for someone else's reimbursements. 

  • General committee members will not be able to see balances on the app.

 

How do I register on the app?

For step by step instructions on how to register for the app, please see this powerpoint.

 

How do I make a claim on the app?

For step by step instructions on how to make a claim on the app, please see this powerpoint.

 

How do I make a claim for petrol?

As committee, you can decide how much you want to allow members to claim for petrol from your subs account. The max you can set this as is 45p a mile. This is standard government amount. When setting this price, think about your funds. For example, if you don't have a lot of money in your subs account, you can say that members can only claim up to 10p for a mile.

Once decided how much you will set per mile, you need to let your members and su.accounts@uea.ac.uk know 

To claim petrol costs back, the claimant must write the journey and price per mile in the description line of the app claim. We do not need receipt for petrol for this claim; we need a screenshot of the journey you are claiming for with the mileage visible (for example a screenshot from google maps) OR you can also take a picture of the milometer before and after the trip and submit that instead. Make sure to calculate the distance there and back.

For more information on this, please see our guide for claiming for fuel on the app,

 

How do I approve expenses on the app? (President, Treasurer and Secretary only)

As President, Treasurer and Secretary, you are responsible for accepting app claims. All claims on the app must be approved by 2 of of the 3 signatories (President, Secretary and Treasurer). All 3 signatories will be able to review and approve claims, but we only need 2 approvals before we can action anything. .

If the President, Secretary, or Treasurer is the claimant, then the other two signatories must review the app claim. For example, if the President puts in a claim, the Secretary and Treasurer will need to approve the request. 

For step by step instructions on how to approve expenses on the app, please see this powerpoint.

 

What makes an acceptable app claim (President, Treasurer and Secretary only)

When you are reviewing app claims, you should look for the following things:

  • The claim is for yourself, not for a friend or fellow group member

  • It has an attached receipt

  • The receipt price matches up for the claimed amount

  • The claimer has claimed back all of their expenses on one claim rather than making multiple small claims 

  • The purchase has happened this year

  • The claimant isn't claiming money for alcohol or illegal items 

  • The claimant isn't claiming for a refund of a product/membership sold via the SU website. For information on how to refund your members for products or memberships, please see this page

  • Two signatories have approved the claim

All app claims are monitored by the SU finance team.

 

How do I make sense of the ledger on the app? 

The ledger on the app shows you your club or socs finances  broken down on money coming in, and money leaving your subs account. Please see this document to help you understand the ledger on the app.