📝 Submitting a Reimbursement

Everything you need to know as a requester.

Getting Started

Registration (first time only): Click "Register" on the login screen. Provide your name, email, select your department, and create a PIN (4+ digits). Your department determines who reviews your request.

Login: Use your email and PIN. The system remembers you — no need to re-register.

Reimbursement Cycle & Deadlines

General Rules

• Expenses must be submitted within 30 days of the purchase date.
• Combine all receipts from the previous two weeks into a single batch submission per cycle.
• Itemized receipts are strictly required. Credit card slips or payment confirmations without a valid invoice are not accepted.
• The Purpose field must clearly state the business justification for the expense.
• The Finance Department reserves the right to reject a request even after initial approval if the submitted invoice is deemed unacceptable.

Submitting a Request

Go to the 📝 Submit Request tab and fill in:

Field	Required	Notes
Purchase Date	✅	Date of the expense (within 30 days)
Amount (₱)	✅	Total amount in pesos
Category	✅	One of 9 categories (see below)
Vendor / Merchant	✅	Complete vendor name (e.g. Jollibee, Grab)
VAT Status	✅	VAT (with breakdown) or Non-VAT
Invoice / OR Number	✅	Official receipt or invoice number
Purpose / Description	✅	Clear business justification for the expense
Receipt	✅	Upload PDF, JPG, or PNG of the itemized receipt
Notes	❌	Additional context for your approver

Categories: Travel & Transportation | Meals & Entertainment | Office Supplies & Equipment | Software & Subscriptions | Professional Services | Marketing & Advertising | Utilities & Rent | Training & Development | Other

Duplicate Detection

The system checks for duplicates in two ways:

1. Identical receipt — same file already submitted before
2. Matching fields — same vendor, same date, same amount

If a potential duplicate is found, you'll see a warning banner. You can still submit — just click Submit again.

Tracking Your Requests

Go to 📋 My Requests to see all your submissions. Each shows:

• Reimbursement ID (e.g. RMB-20260730-0001)
• Status: Pending → Pending Final → Approved / Rejected / Paid
• Who approved it and when
• Receipt link (📎 icon if you uploaded one)

The Finance team will notify you within 24 hours of review if your expense is flagged or needs clarification — giving you time to resolve before the Friday payout.

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✅ Reviewing & Processing Approvals

How to review and approve/reject requests.

Who Approves What

Requests are routed based on the requester's department:

Department	Approver
Operations, Exco, Marketing	Shaun Ochia
Finance, Admin	Shaun Ochia
Commercial	Justin Francisco
Product	Charm Chua

Two-Level Approval (For Amounts > ₱5,000)

Requests above ₱5,000 go through a second level:

1. Level 1 — Department approver reviews and approves
2. Level 2 — Patt Soyao gives final sign-off

Requests ≤ ₱5,000 are fully approved by the department approver.

Approving a Request

Go to ✅ Approvals tab. You'll see only requests awaiting your review.

• Approve: Click "Approve." If the amount > ₱5,000, it escalates to Patt (status changes to "Pending Final"). If ≤ ₱5,000, it's final.
• Reject: Click "Reject" and provide a reason. The requester will see why.

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💵 Paying Approved Requests

Payment processing for Finance team members.

Bi-Weekly Payment Cycle

Payment Board

Shows all Approved requests ready for payment. You can filter by Department and VAT Status.

Columns: ID | Submit Date | Purchase Date | Employee | Email | Dept | Bank Account | Vendor | Invoice | VAT | Amount | Category | Approved By | Receipt | Action

The Bank Account column auto-populates from the master bank account sheet. No manual entry needed.

Manual Pay (Single Request)

Click the 💵 Pay button on any row. A modal appears:

1. Payment Date — defaults to today
2. Payment Reference — e.g. check number, transfer ID, batch reference

This appends [Payment Ref: XXX] to the request notes and marks the status as Paid.

Batch Payment (CSV Upload)

For bulk processing, click 💳 Batch Payment Upload at the bottom of the Payments page.

CSV Format: Reimbursement ID, Payment Date, Reference

1. Download the CSV Template (📥 button in the format instructions)
2. Fill in the IDs, dates, and references
3. Upload — the first row is auto-detected as a header if it doesn't start with "RMB-"
4. Results show: Matched ✅ | Not Found ❌ | Already Paid ⚠️ | Wrong Status ⚠️

CSV Export

Click 📥 Export CSV to download all approved-for-payment requests with bank account details, ready for upload to your banking platform.