Main login page for the new Central Website

You will notice that the new website, when viewed on a normal computer monitor, has a lot more “empty” space.  This allows the website to be much more friendly and adaptable so that the page automatically adjusts when viewed on a smaller viewing device such as an iPad or on a smart phone.  Lord willing this new webpage design will make filing expense much easier for those of who do their expense reports on their phone while traveling or working from your “Lazy-Boy Recliner” catching up on expenses.

Preparing to do an expense report:

Select the “Expense Reports” section on the left-hand side of the page, and then select the “Add” button on the right-hand side to begin your expense report.

Top Portion of Expense Report: Select Project to charge and Title for Expense Report:

For the account section: at release you will only have access to your U.S. bank account for sure.  The programmers are still working on adding the option for an Int’l bank account or the field remit option at this point.  If you have done wires to a foreign bank account I believe your name with a “W” at the end will be an option.  If you don’t see the Int’l bank account or field remit option, please send an email to Miss Fin so that we can address this situation.

Please note the new functionality when fully developed will enable a person to do an expense report for a project account that is not their main missionary account.  As such a missionary can do an expense report from their own ministry account, or they can select a different approved project (i.e. seminary project, church building project, school project, etc.) to be reimbursed directly from that ministry account.  The project account that will show up originally will default to the missionary’s normal project ID.

Bottom Portion of Expense Report: Attachments and Details to Expense Report

To complete the expense report, fill in the Date, Ministry Expense Category, and Sub-account (on the first line), and the USD dollar amount, the Vendor Name (new area required) and the purpose of the expense (traveling, visiting supporting church, etc.)

You may continue to add more lines by clicking the “Add Line Item” button on the bottom left of your page, or you may click the “Save” button on the right-hand side which will save the expense report for future use.  Once you click the “Save” button the work will be saved, and you will go back to your expense report page where you will need to click the “Edit” button to continue working on the expense report (see following picture).

**To clarify you may NOT do medical expenses on this expense report module.  Our long-term plan is to enable that functionality, but due to medical privacy laws we need to create more privacy and security around that process.

 An Expense Report that is “Saved” but has not yet been submitted.

Continuing to edit the Expense Report with more information

How to input an expense in a foreign currency

If you are inputting an expense that is in a foreign currency in the “Amount” section place your foreign currency amount charged, then select the foreign currency in the bottom left-hand side.  When you select a foreign currency, the form will be slightly modified to add an area on the right to add the exchange rate.  When you input the exchange rate, the title for this expense item will be automatically updated to reflect the total in US Dollars.

Saved Expense Report before Submission:

 When ready to submit the Expense Report, click the Submit button to send your final copy to Missionary Finance for reimbursement.

 When you click the Submit button, you will be asked if you are sure you are ready to submit the expense report.

**When you submit your expense report you will no longer be able to edit your expense report and all further edits will be done by Missionary Finance.  Please be sure you double check your information before submitting!

Once the Expense Report has been submitted you will see the following:

 Main Expense Report Page showing the Saved and or Submitted Expense Reports:

The web designers have added various boxes for Missionary Finance and the missionary to readily be able to see what expense reports are in draft mode and waiting to be submitted and what has been submitted.  When you look at the expense at this level you will also see (on the right-hand side) how much has been paid, or if it was a partial payment. 

As you get more expense Reports you will be able to filter the expense Reports that show on your webpage for those that are in “Draft” or “Submitted” mode, as well as those that are “Paid,” “Partially Paid,” or “Unpaid.”

**Please note that some formatting or color changes may occur between the beta version and the final version that will be published to the Central website