Electronic Reimbursement Duplicate

[nkolsen]

We have a situation that the member submitted the reimbursement request once or several different reimbursement requests once. However, several reimbursement requests have been paid multiple times via ACH with different reference numbers. Has anyone experienced this and what was done to resolve the issue? Is it the format or structure in which the member is submitting the reimbursement request? Thanks.

[adkinsjm]

The member can make a donation back to the ward budget using a paper slip. Cannot do it online at this time.

As for why it’s happening, is the member or whoever is submitting the payment request using Tools or LCR? Duplicates are being submitted. The approvers need to be more diligent and ask questions if they see multiple requests with the same amount.

I’d mention this in bishopric meetings to double check expenses for this member in the future, and look back at past payments.

[guycolbyiv]

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.

I recall being instructed that on repayments of duplicate reimbursements, and returns of unspent advances, the donor should be recorded as the unit (not the person actually writing the check. That is the way we have always done it in our stake, but I cannot find that particular instruction in writing anywhere, Can anyone help?

[eblood66]

I recall being instructed that on repayments of duplicate reimbursements, and returns of unspent advances, the donor should be recorded as the unit (not the person actually writing the check. That is the way we have always done it in our stake, but I cannot find that particular instruction in writing anywhere, Can anyone help?

I've heard that kind of thing before but I've never seen any official instructions of that sort. It doesn't seem necessary for a return of an expense from budget because budget deposits do not show up on the annual tax statements.

However, if the duplicate reimbursement was for a fast offering expense then I would use a donor other than the member (could be the unit name or a specially created donor for that purpose) so that they don't get tax credit for a donation they did not actually make.

[russellhltn]

I recall being instructed that on repayments of duplicate reimbursements, and returns of unspent advances, the donor should be recorded as the unit (not the person actually writing the check. That is the way we have always done it in our stake, but I cannot find that particular instruction in writing anywhere, Can anyone help?

Yes, I think that was the advice back in the days of FIS as there was concerns that it could appear on the tax statements. But it's not an issue with LCR's handling of finances.