Reimburse members
How members ask to be paid back, how to approve or reject a request, and how the money reaches them as account credit or an outside payment.
When a member pays for something for the chapter, they request a reimbursement in MyGreek with the amount and, ideally, a receipt. Officers with Manage Reimbursements approve or reject it; officers with View Reimbursements can see requests. An approved reimbursement is paid back either as credit on the member's MyGreek balance or by you outside MyGreek (Venmo, Zelle, cash), and it's recorded as a chapter expense. For how this fits with budgets, see How budgeting works.
How members request a reimbursement
Any member can ask, in the web app or the mobile app. On the web, it's Request Reimbursement on the Reimbursements card of their balance page (admins open it from my balance in the side menu).
- Upload a receipt (an image, up to 10 MB). MyGreek reads it and fills in what it can. They can also select Continue without receipt.
- Enter the Amount (required). Ledger Category, Description and Merchant are optional.
- Choose How would you like to be reimbursed?
- Credit my account: the money comes off what they owe. They can pick a charge under Apply to a charge (optional).
- Venmo (with their username), Zelle (phone or email), Cash, or Other (with a note on how to pay them).
- Select Submit.
Members see their requests and each one's status under View all on the Reimbursements card.
Find requests waiting for you
- Reimbursements in the side menu shows a count of pending requests. The page has totals (Total, Pending, Approved, Amount Approved) and a table of every request with its Status: Pending, Approved or Rejected.
- Admins also see pending requests on Tasks, mixed in with plan approvals and join requests, and can process them there.
Approve or reject a request
You need Manage Reimbursements.
- Open Reimbursements and select the request.
- Select View Receipt to check it against the amount. If the member didn't upload one, you'll see No receipt available.
- Check or fix the Amount, Date, Description, Merchant and Category. The category decides which budget line the expense counts toward. A new merchant name is added to your chapter's merchants when you approve.
- Under Requested payout, see how the member asked to be paid. Choose how you'll pay:
- Credit member's account
- Send externally (Venmo, Zelle, Cash)
- For a credit, pick the charge to pay down first under Apply first to. A line under the options shows exactly how the money will be split.
- Select Approve, or Reject to turn it down.
Approving needs an amount, a date and a payout method; the drawer says which is missing. Rejecting has no reason field, so tell the member why yourself.
How the money reaches the member
Credit member's account credits the member's open charges: the charge you picked first, then their other open charges by due date. Each charge gets its own "Reimbursement" credit, so the member's balance drops by that amount.
Credit only goes onto charges the member still owes. If the reimbursement is bigger than what they owe, or they owe nothing, the rest is marked paid externally and MyGreek doesn't send it. You pay that part yourself, for example by Venmo. The split shows before you approve, for example "$40.00 will be credited against 1 outstanding charge; the remaining $10.00 will be paid externally via Venmo."
Send externally records the reimbursement as paid outside MyGreek. MyGreek doesn't send the money: pay the member through the method they asked for.
After approval, the request shows its Payment Method, for example "Credited to member's account", "External payment (Venmo, Zelle, Cash)", or both amounts if it was split.
What happens next
- Your books: approving adds an expense transaction for the full amount to Transactions, in the category you picked and in the budget for the reimbursement's date. Its account shows as Reimbursement. See Track spending.
- The member: MyGreek doesn't email or text them. They see the new status under View all on their Reimbursements card, and a credit shows on their charges and balance right away.
Common questions
A member chose "Credit my account" but owes nothing. What happens?
Approving it as a credit puts nothing on their account: the full amount is marked paid externally. Pay them outside MyGreek, or wait to approve until there's a charge to credit.
Can I undo an approval?
Not from the reimbursement. Contact support@mygreek.us. To fix a credit's effect on a balance, see Fix a member's balance.