Training Module 12 — Expense Claims

GoClubPro User Training | Area: Expense Claims

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What Users Need to Learn

The Expense Claims module (if enabled) allows members to request reimbursement for out-of-pocket club expenses. Users need to understand:

• How to submit an expense claim
• What information is required
• How to track claim status
• How Treasurers review and approve/reject claims
• How approved claims appear in the ledger

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1. Step-by-Step Walkthrough

Submitting an Expense Claim

1. Click Payments in the navigation.
2. Click the Claims tab.
3. Click Submit Claim.
4. Fill in:

• Description: What did you spend money on? (e.g., "Match balls x2 for training session")
• Amount: The exact amount you spent (e.g., $45.00)
• Date incurred: When did you incur the expense?
• Receipt: Upload a photo or PDF of the receipt (required for most clubs)

5. Click Submit — the claim is sent to your Treasurer for review.
6. You'll see the claim appear in the Claims tab with status Pending.

Tracking Your Claim Status

1. Go to Payments → Claims tab.
2. Each claim shows its current status:

• Pending — awaiting Treasurer review
• Approved — reimbursement authorised
• Rejected — not approved (see reason)

3. For rejected claims, click the claim to see the Treasurer's reason.
4. You can resubmit a corrected claim if it was rejected.

Resubmitting a Rejected Claim

1. In the Claims tab, click the rejected claim.
2. Read the rejection reason carefully.
3. Click Resubmit (if available) or Submit New Claim.
4. Correct the issue (e.g., attach a proper receipt, adjust the amount).
5. Submit again.

Viewing Claim History

1. Go to Payments → Claims tab.
2. All past claims — approved, rejected, and paid — appear in the list.
3. Approved claims that have been reimbursed show as Reimbursed with the payment date.

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2. Simple Explanation (Beginners)

The Claims section is where you request money back from your club when you've spent money on club-related expenses out of your own pocket.

For example: you bought match balls, paid for a bus to an away game, or covered umpire fees. You submit a claim, your Treasurer reviews it, and if approved, you get reimbursed.

It's exactly like submitting an expense claim at work — just built into your club app.

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3. Advanced Explanation (Power Users)

Module gate: Claims module is off by default. Enabled by Club Admin in Settings → Features → Expense Claims.

Claim states:

SUBMITTED → PENDING (Treasurer review) → APPROVED/REJECTED
 ↓ (if approved)
Ledger: Reimbursement payable entry created
 ↓ (Treasurer pays out)
REIMBURSED

Ledger integration: Approved claims create a credit in the Treasurer's ledger — they represent money the club owes to the member (accounts payable). The Treasurer is responsible for making the actual payment (bank transfer to the member) and marking it as reimbursed.

Receipt requirements: Most clubs require receipts. The platform enforces a receipt upload on submission if configured by the admin. Without a receipt, the Treasurer may reject automatically.

Reimbursement method: GoClubPro does not automate reimbursement payments. Reimbursements are paid via bank transfer by the Treasurer and manually recorded.

Claim limits: Club Admins can set a maximum claim amount that can be submitted without special approval. Claims above this threshold may require additional authorisation.

Attachments: Claims support PDF and image file attachments. Maximum file size is typically 10MB per attachment. Multiple files can be attached (e.g., multiple receipts for a single claim).

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4. Visual Description (Text-Based)

┌─────────────────────────────────────────────────────────┐
│ PAYMENTS │
│ [ Matches ] [ Fees ] [ Claims ] [ History ] │
│ │
│ ─── CLAIMS ───────────────────────────────────────── │
│ │
│ [ Submit New Claim ] │
│ │
│ ┌─────────────────────────────────────────────────┐ │
│ │ ✅ APPROVED │ │
│ │ Match balls x2 for training │ │
│ │ $45.00 · Submitted 1 Jun · Approved 3 Jun │ │
│ │ Reimbursed: 7 Jun via bank transfer │ │
│ └─────────────────────────────────────────────────┘ │
│ │
│ ┌─────────────────────────────────────────────────┐ │
│ │ ⏳ PENDING │ │
│ │ Ground hire — away training session │ │
│ │ $120.00 · Submitted 12 Jun │ │
│ │ Awaiting Treasurer review │ │
│ └─────────────────────────────────────────────────┘ │
│ │
│ ┌─────────────────────────────────────────────────┐ │
│ │ 🔴 REJECTED │ │
│ │ Petrol reimbursement │ │
│ │ $35.00 · Rejected 10 Jun │ │
│ │ Reason: "Club policy does not cover travel │ │
│ │ expenses. Please refer to the club expense │ │
│ │ policy document." │ │
│ │ [ Resubmit ] │ │
│ └─────────────────────────────────────────────────┘ │
└─────────────────────────────────────────────────────────┘

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5. Tooltips & Hints

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6. FAQ — Expense Claims

Q: My claim was approved — when do I get paid? A: Reimbursement is paid by bank transfer from your Treasurer. The timing depends on your club's reimbursement schedule. Contact your Treasurer if it's been more than 7 days since approval.

Q: I don't have a receipt — can I still claim? A: Check your club's policy. Some clubs require receipts for all claims; others allow claims under a certain amount without one. If you must attach a receipt, get a duplicate from the vendor.

Q: What types of expenses can I claim? A: This is up to your club policy — not the app. Common reimbursable expenses include: equipment purchases, ground hire, umpire fees, first aid supplies, catering for club events. Travel is less commonly covered.

Q: Can I submit multiple receipts in one claim? A: Yes — if several small purchases are part of one expense event, group them in one claim with all receipts attached and a combined description.

Q: My claim was rejected but I think it should have been approved. A: Read the rejection reason carefully. If you disagree, discuss it directly with your Treasurer or Club Admin. The app doesn't have an appeals process — it's resolved person to person.

Q: Can I cancel a claim I submitted by mistake? A: If it's still in Pending status, contact your Treasurer to reject it. If approved, it needs to be reversed manually in the ledger.

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7. Common Mistakes & How to Avoid Them

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8. Short Onboarding Script

Expense Claims — Get Reimbursed for Club Expenses

Spent money on club equipment or activities? Claim it back:

1. Go to Payments → Claims tab
2. Click Submit Claim
3. Fill in what you spent, how much, and attach the receipt
4. Your Treasurer reviews and approves or rejects

Approved? Your Treasurer will pay you via bank transfer.

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9. Long Training Guide

What Makes a Good Expense Claim

A well-submitted claim is fast to approve and rarely questioned. The key elements:

Description (be specific):

• Bad: "Bought stuff for training"
• Good: "2x Wilson A4000 match balls for U16 training session on 12 Jun — purchased from Rebel Sport Doncaster"

Amount (match the receipt exactly):

• Enter the total amount including GST.
• If you're splitting a multi-item receipt where only some items are club expenses, enter only the relevant portion and note this in the description.

Date:

• Use the receipt date, not today's date.
• Most clubs have a submission deadline (e.g., within 30 days of purchase). Check your club policy.

Receipt:

• Photograph the physical receipt clearly — no blurry images.
• Save your email receipt if purchasing online.
• PDFs are acceptable.
• Multiple receipts? Attach all of them.

For Treasurers: Processing Claims

As a Treasurer, you receive a notification when a new claim is submitted. Best practices:

1. Review within 5 business days — members are waiting for reimbursement.
2. Verify the receipt — does it match the description and amount?
3. Check the club expense policy — is this type of expense covered?
4. Approve or reject with a reason — even for approved claims, a brief note is helpful.
5. Pay promptly — bank transfer to member's account; record the payment date in the ledger.

Club Expense Policy

The app doesn't enforce your club's expense policy — you need to communicate it separately. Recommended policy elements:

• What types of expenses are reimbursable
• Maximum amount per claim without pre-approval
• Submission deadline (e.g., within 30 days)
• Receipt requirements
• Payment timeline (e.g., reimbursed within 14 days of approval)

Share this policy at season start (via the Noticeboard) so all members know what's covered.

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10. Micro-Training (Quick Tips)

⚡ QUICK TIPS — Expense Claims

✅ Keep receipts from any club purchase immediately
✅ Submit within 14 days — don't accumulate claims
✅ Be specific in the description — who, what, when, why
✅ Check club policy first — not all expenses are covered
✅ Approved but not paid? Follow up with your Treasurer
✅ Multiple small receipts? Bundle into one claim

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11. Troubleshooting

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Module 12 of 15+ | Next: Module 13 — Standings & Fantasy League