Electronic Reimbursement Duplicate

[skylertimmins]

Two bishopric counselors submitted the same electronic reimbursement request for a member in the ward, one at the beginning of the month of October and the other near the end of the month (he didn't think it had been submitted). Both we were approved and repaid electronically and I realized the mistake when going through the summaries. What's the best way to approach and rectify this error? The member is the Bishop's wife so she is aware of the mistake but we aren't sure what would be the best way to address it. One thought that has been floated by the Stake Clerk is to just have her donate the money back to the ward, but we don't know if the Church has a specific way to approach this type of accounting error.

[russellhltn]

Yes, send it back to the ward. But it will have to be by paper slip. You can put it back into the budget it came out of. Just like returning the leftover of an advanced payment.

[eblood66]

And include a note with the deposit batch and with one of the expenses that explains the situation and gives the reference numbers for the batch and the expense. That way the auditor can follow the paper trail and see that everything was corrected and matches up.

[janssenv]

How would you handle state sales tax in this situation? We had this happen to us, but we are unable to transfer funds into that category.

[eblood66]

How would you handle state sales tax in this situation? We had this happen to us, but we are unable to transfer funds into that category.

See if you can go back to the expense which is being returned and try to edit the amounts assigned to each category and zero out the tax category. If that works, please post back here. We have one unit in our stake in NC which separates out state tax. I'd like to know in case they ever have this situation.

[janssenv]

Yes, it worked! Thanks for the great idea.