Expenses

CivicActions will timely reimburse approved business-related out-of-pocket expenses as long as you submit a receipt.

Request approval for an expense

Before incurring an expense the cost should be estimated and approved by your manager. The exception to this is prodev expenses of less than $50, which do not require approval.

To request approval in Unanet

  1. Unanet > Homepage > Scroll down to +Expense Request (be careful not to click +Expense Report)
  2. Complete info on screen
  3. Click on Details
  4. Complete info on screen (Wizard screen will appear when you click on the amount)
  5. For Wizard screen: You do NOT need to add a receipt for the Request.
  6. SUBMIT

IMPORTANT NOTE: when your expense Request is approved, Unanet automatically changes it to an expense Report that will be on your Unanet homepage until you submit it. You will not receive a notification that this has occurred, so please check your homepage regularly after you submit a Request so you know when it has been approved.

To request reimbursement in Unanet

  1. Unanet > Homepage > Scroll down to +Expense Report
  2. Complete info on screen
  3. Click on Details
  4. Complete info on screen (Wizard screen will appear when you click on the amount)
  5. For Wizard screen: A receipt is required at this time.
  6. SUBMIT

Receiving reimbursement

  1. Once all approvals have been granted, the Bookkeeper will extract the report and create a vendor invoice in preparation for reimbursement.
  2. The funds will be reimbursed via ACH.

Expense guidelines

  • Treat company money like it is your own money, use it to work smarter and spend it with wisdom and care.
  • Please book as early as possible - for flights and accommodation this can make a big difference!
  • Consider AirBnB instead of hotels. If you are unsure of how many people can attend, getting a slightly larger AirBnB ahead of time is normally better than waiting and getting an AirBnB or hotel rooms last minute.
  • Your Project Manager and the Officer Manager will provide information about what is or isn't reimbursable. For example, if you prefer first class for a flight or want to add a leg for a vacation, then that wouldn't be reimbursable but the amount for an economy class return would.
  • Reduce your footprint when possible and use public transit or shared Lyft Lines instead of single occupancy rides.
  • If you are purchasing multiple "under $50" items in a short timespan, please consider that a single purchase and request approval first.

Travel expenses

See Travel 101 for more details on travel expenses, whether for billable or non-billable work.