# Handling Requests for Reimbursements Most non-profit organizations have to reimburse employees, contractors and volunteers for expenses, such as travel expenses. There are two sides to the reimbursement process that must be adequately handled by a non-profit accounting system. ## Reimbursement: The Organization's View The organization has to be able to easily: * Receive and store receipts. [[Track those receipts|UseCases/TrackingDocumentation]] in the context of the [[double entry accounting entries|UseCases/DoubleEntryAccounting]] that relate to those receipts. * Track the reimbursement request as an invoice. * Handle any [[currency conversion|UseCases/MultiCurrency]] related to the receipts, both from the point of view of international travel, and also considering the fact that the person reimbursed may seek reimbursement in a different currency than the native currency of the organization's. * Track approvals of the expenses by multiple parties. (For example, perhaps a volunteer project leader must approve, and then later by with fiduciary duty to the organization itself). * Ideally, the system would auto-detect any places where a travel and/or reimbursement policy for the organization is violated (or mandates additional approvals). * Ideally, the system could "set up" accounting entries for "merger" into the accounts, based on an expense report submitted. ## Reimbursement: The Traveler's View From traveler's/reimbursement-requester's view, they'll need: * An easy, outward-facing web interface for submitting receipts. * Ideally, flagging them when additional approval is needed before submitting their expense report, so that they can seek additional approval before submitting. * Updates on the external web interface system about status when the expense is moving through the internal system at the organization. * Automatic calculation of any per-diem allowances.