Check fee reimbursements
People send a receipt from their link (or you add one); you approve or reject it, then record the payment.
1 min readLast updated
Applies to: People & Volunteers · Administrator · Sports and community clubs, Charities and foundations, Peak bodies and associations
This one isn't for builders and head contractors: it's here so you can see how it works elsewhere.
When someone pays for their own Working with Children Check, police check or first aid course, they can claim it back. Only company admins see Reimbursements.
How claims arrive
- A person uses Claim a check fee on their personal link: the check, the amount, the receipt date and the receipt.
- A staff member uses Claim back a fee on their qualifications link.
- You add one yourself from the person's page, under Reimbursements (Add claim).
How to approve and pay
- Step 1: Open Reimbursements. Filter by status, or read the totals: Waiting, Approved, to pay and Paid.
- Step 2: On a claim Waiting for approval, select Open receipt, then Approve, or write a Reason (if rejecting) and select Reject.
- Step 3: After paying, enter Paid on and the Payment reference, and select Mark paid.
CSV downloads every claim for your treasurer. The Action centre shows claims to approve and Reimbursements to pay.
Fee suggestions
In Settings → Reimbursement fee suggestions, set the usual amount for each check and state (for example wwc:QLD) and select Save fees. They're suggestions shown on this page, not rules.
What happens next
Your company admins get an email as soon as a person sends a claim (Something to approve, unless they've turned it off in their notification settings).
Limits
- Receipts: PDF, PNG or JPG, up to 10 MB.
- Amounts up to $2,000 per claim.