Classic form

Reimbursement request form

A community club runs on people who buy things with their own money and then feel awkward asking for it back. This request makes asking straightforward and gives the treasurer the four things a set of club books needs: the budget line, the approver, the receipt and a payment method. It is a classic form, because the treasurer's rules sit in paragraphs right above the fields they govern, and the receipt is the whole point.

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Reimbursement request

For money a volunteer, coach or parent has spent on behalf of the club. The treasurer pays approved requests on the second Tuesday of each month, in one batch, by bank transfer.

Who the club owes

What you bought

Claims are accepted for two months after the purchase, because the books close on the season. The club can only reimburse a spend that somebody agreed to first. A committee member, the treasurer or your section coordinator all count. If nobody agreed beforehand the request still gets read, but it goes to the next committee meeting instead of into the batch, which is up to five weeks slower.

The receipt

One photo, because this field takes exactly one. If your claim has two receipts, send the form twice rather than photographing them side by side, because the treasurer reconciles one receipt to one payment. A card statement is not a receipt. If yours is genuinely lost, email the treasurer instead, because the form cannot be sent without one.

Lay the receipt flat, get the whole docket in frame including the total, and avoid a shadow across the middle.

Where to send the money

Account details are used once, for this payment, and are not stored anywhere except the treasurer's records. If you would rather not type them here, choose bank transfer above and write "will send separately" in the account name, and the treasurer will ask you for them by phone.

Confirm

Every field, and what it collects

The complete field list, in the order respondents meet it.

Who the club owes

Your nameNameRequired
What you do at the clubDropdownRequired
Options: Committee member · Coach · Team manager · Umpire · Parent volunteer · Player · Canteen roster
EmailShort textRequired
MobileShort textRequired
Which team or part of the club is this for?DropdownRequired
Options: Under 11s · Under 13s · Under 15s · Under 17s · Seniors · Umpires and officials · Canteen · The whole club

What you bought

What you boughtShort textRequired
Date you paid for itDateRequired
Amount to reimburseNumberRequired
Which budget lineDropdownRequired
Options: Playing equipment · Uniforms and playing kit · Court hire and lighting · Umpire fees and umpire development · Canteen stock · Trophies, medals and presentation night · First aid and injury supplies · Travel to carnivals · Administration and printing · I do not know, please allocate it
Who agreed to the spend before you made it?Short textRequired
Is your receipt a tax invoice with a business number on it?Single choiceRequired
Options: Yes · No, it is a plain receipt · I am not sure

The receipt

A photo of your receiptPhoto uploadRequired
Lay the receipt flat, get the whole docket in frame including the total, and avoid a shadow across the middle.

Where to send the money

How would you like it back?Single choiceRequired
Options: Bank transfer, details below · Take it off my registration fees next season · Keep it, treat this as a donation to the club
Account nameShort text
BSBShort text
Account numberShort text

Confirm

I confirmMultiple choiceRequired
Options: I paid for this myself and have not been paid back by anybody else · The receipt attached is for this purchase and this amount · Nothing in this purchase is for me personally · The amount I have claimed is what the receipt says, not a rounded figure
Anything the treasurer should knowLong text

What makes this form work

Being paid back is not the only option

Bank transfer, a credit against next season's fees, or leave it with the club as a donation. The third option is chosen more often than anybody expects when it is offered, and never when it is not. Claiming in full and then donating also keeps the books honest, because a season costed from unclaimed expenses understates what it actually costs to run.

The photo field teaches people how to shoot a receipt

Flat, whole docket, no shadow across the middle. A photo field is one of only two classic fields that shows a respondent its description, so this is the place that advice belongs and the reason so few of these come back unreadable.

The budget line has an "I do not know" option

Ten options and the last one hands the decision to the treasurer. Without it, a parent who bought strapping tape guesses between first aid and playing equipment, and the books are quietly wrong in a way that only shows up at the annual meeting.

Questions people ask

What does a club treasurer actually need on a reimbursement form?

Four things: the budget line, so it lands in the right column of the books; the name of whoever approved the spend, so it is not the treasurer deciding alone; the receipt, as an image rather than a description; and a way to pay it. Everything else on this form exists to make those four easy to give.

Why ask who approved the spend?

Because it is the question a committee will ask in three months, and the only person who reliably knows the answer is the one filling in the form today. Giving "nobody, I am asking after the fact" as an acceptable answer is what stops people inventing a name, and the form says plainly what that answer costs in time.

Can somebody attach two receipts?

Not to a photo field. A photo field takes exactly one image by design, which is why the form asks for one receipt and says to send it twice for two. A form that needs several files uses a file upload instead, which takes up to ten and accepts PDFs, and that is the right choice when a claim is a bundle rather than a purchase.

Is a form the right place to collect bank details?

It can be, if the form is not on an open link. Publish it with a secret key or with login required so only club members can open it, and delete responses once payment is made. This one also offers an escape hatch: choose bank transfer, write "will send separately", and give the numbers by phone.

Why ask which budget line the spend belongs to?

Because a volunteer treasurer is reconciling against a budget the committee approved, not a general account. This form asks for the budget line beside the amount and the date paid. Getting it from the person who made the purchase is far more accurate than a treasurer guessing from a receipt three weeks later.

Should the form ask whether the receipt is a tax invoice?

Yes, because it changes what the club can claim. This form asks whether the receipt is a tax invoice with a business number on it, right before the photo upload. A supermarket docket and a proper tax invoice look similar on a phone screen, and only one of them is any use at the end of the financial year.

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Sources

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