Expense Reimbursement Requests

ELECTRONIC REIMBURSEMENTS ARE NOW AVAILABLE

On 15 March 2019, the Church added the option for members to receive expense reimbursement funds direct to their personal bank account electronically by Automated Clearing House (ACH). This is the same method federal and state governments use to pay tax refunds electronically and employers use to deposit pay and wages directly into employee bank accounts.

The Stake Reimbursement Request form has been modified to accommodate this additional option. Members who already pay Church donations online will find this option especially convenient and easy to set up. Members still have the option to receive reimbursements by paper check.

Expense Reimbursement Process

NEW FOR 2020: Some organizations leaders (Relief Society, YM, YW, Primary, Sunday School) may now submit payment requests in the LCR online. Organization leaders can review detailed instructions are located in the Help Center or contact the stake finance clerk for additional assistance.

To request reimbursement of authorized Church expenses complete the following steps:

Step 1: Gather receipts and complete the Stake Reimbursement Request form. If any receipts are missing, please see note below. The form and receipts may be submitted in electronic or physical format. Reimbursement payments can also be made either electronically (ACH) or physically (paper check).

• Electronic request. The form may be completed and submitted with receipts electronically via email.
  • Adobe Acrobat Reader or compatible program or app is required to fill-in and save the reimbursement form electronically.
  • Paper receipts must be converted to digital in order to be submitted by email. Several apps are available for phones and tablets to scan paper receipts to digital format. Adobe Acrobat (pdf) format is preferred though other methods and formats can work as well. A legible photo of the paper receipt may be used but is a last resort option since photo files can often be quite large.
  • Receipts in electronic form can be attached directly to an email with the request form. Receipts from online purchases can be saved electronically by using the computer or device print function and use Print to PDF or Save to PDF.
• Physical (paper) request. The reimbursement form may be printed out and completed by hand to submit with receipts in physical form.
• Electronic (ACH) payment. Members wishing to receive reimbursement funds electronically must activate their Expense Reimbursement Account. An instruction guide is available here. Electronic payments that cannot be processed will default to payment by check.
• Physical (check) payment. For members of the stake, checks are mailed to the address on your membership record unless otherwise requested on the form.

Step 2: Submit (physically or electronically) completed reimbursement form with supporting receipts to the auxiliary leader, as applicable.

Step 3: Auxiliary leader reviews and validates the expense then forwards to stake presidency for authorization. NEW FOR 2020: Relief Society, YM, YW, Primary, and Sunday School leaders may submit the payment request directly online in the LCR. No need to route request through the stake presidency. Final approval from the Stake President will be made online in the LCR.

Step 4: Stake president reviews and authorizes the expense then forwards to stake finance clerk for payment disbursement.

Important Notes:

• MISSING/LOST RECEIPTS. If any receipts for claimed expenses are missing, substitute documentation must be provided. To protect personal financial account information, please do not submit copies of personal checks, bank or credit card statements. Per Church policy the substitute documentation should include a written explanation why a receipt cannot be provided, the payment’s purpose, a description of what was purchased, and the date the payment was made. For example: On 9 October 2017 I purchased pizza from Donato's totaling $14.92 to serve as lunch during the stake YM Columbus Day service project. The receipt was lost and I've been unable to find it after searching.