How to claim a group expense

After your activity is complete, you can now create an expense to claim the out-of-pocket money to cover the costs incurred by your company. 

1. Go to Expenses 

Go to expenses and select 'Create Expense'

2. Fill in the details of the Group Expense

A form will pop-up that allows you to enter the details of the group expense. 

1. 'Give Your Expense a Title': Add a title of the expense
2. 'Tell us about your expense': Write a short description about the activity
3. 'What best describes this payment': Select NDIS service in this section
4. 'What wallet made this expense': Select the person who is filling out this form
5. 'What type of expense was this?': Select an expense for a participant's cost
6. 'What date was this expense': Select the date the service occurred.
7. 'Who should we bill this expense to': Select a group of users (even if it is only 1 participant)
8. 'Select Group': Select the group that the participant was participating in. This will be where the money goes to.

3. Select the attendees of the group

Type in the names of the participants that attended the group and select them from the list. Then press 'Connect Selected'

4. Add the expense

Select 'Create Wallet Transfer'.  This will automate the transfer from the participant service wallet to your group wallet. 

5. Fill in the details of the attendees contribution

1. Select where you want the money to go to by searching for the wallet under 'Transfer To'
2. Enter the total amount for the group activity in amount
3. Add participants to 'Transfer From' by pressing the + button
4. Search the participant, their wallet and then enter how much their contribution is. (Note, all of their contributions need to sum up to the total of the 'Transfer To' amount
5. Press 'Submit'

6. Add any evidence to the expense (Optional)

Next, you can add a photo of the roster, attendance sheet, a group photo or something else to verify the attendance at the group. 

7. Add any notes or information you want for the group (Optional)

You can add extra notes for the group to see on their statement when they view the transactions. 

Conclusion

After these steps are followed you will have: 

1. The money from each participant will be loaded to your Group wallet
2. All of the participants will have a transaction in their wallet for their contribution
3. All evidence/receipts and notes will show up in their transaction
4. A record of claiming and payment for your own records