Overview
How to manage session reimbursements to refund tutors for snack, mileage or supply expenses on a session basis.
Article Sections
- Session Reimbursement Field
- How it Works
- Enter Reimbursement Figure
- Calculation of Reimbursement Total
Session Reimbursement Field
1. The session reimbursement field is a configuration item. If you would like to display or remove this item please go to Set Up > Company > Config Items > Sessions.
2. The field is available to Coordinators & Admins to enter reimbursements to be paid to staff.
How it Works
3. Tutors and Lead Teachers may enter a request for a reimbursement in the Session Notes area of a session or a custom field created for the session, prior to submitting the session.
4. During the approval process a coordinator or admin will review the claim and enter the figure to be paid into the reimbursement box if the reimbursement is allowed.
Enter Reimbursement Figure
5. Open the session and scroll to the bottom.
6. Put the total allowed amount in the reimbursement box.
7. Any explanations required can be placed in the Session Note Area by pressing the pencil icon or in a custom field by pressing Edit in the custom fields panel.
8. Review and/or Approve in the normal way when all tasks have been performed.
9. Should you require a receipt from your tutor this may be uploaded to the document area of the session by the tutor.
Calculation of Reimbursement Total
10. Any reimbursement will be added to the TutorFirst payroll area by you as a manual adjustment so you will need to add the items on the reimbursement report or create a custom reimbursement report that adds the items per staff member per pay period.
11. In the Reports area locate the Payroll section and open the Reimbursement Report. (There is also a reimbursement column on the staff sessions report)
12. You can make a custom reimbursement report that adds the reimbursements by staff member for the pay period. See the tutorial link below.
Link To
PP01. Preparing to Total Out Payroll
FP01. Totaling Payroll in TutorFirst