Contents

• Overview
• What is the Uploads Field for Expenses?
• Before You Begin
• Step-By-Step Instructions
  • Access Expense Settings
  • Make Uploads Field Mandatory
• Awardee Experience
• Related Articles

Overview

This article shows Program Admins how to require awardees to attach supporting documentation, like a receipt or invoice, before they can submit a reimbursement request. 

🔍Looking for more info about expenses? See ➡️Expenses Overview.

What is the Uploads Field for Expenses?

The Uploads field lets awardees attach a document, like a receipt or invoice, to an expense before they submit it for reimbursement. 

You can make the Uploads field required by checking the mandatory uploads checkbox in your Cycle Settings. 

➜ When it's checked, awardees cannot submit a reimbursement request without attaching a file to their expense(s). 

➜ When it's unchecked, the Uploads field is optional. 

• Who can edit the mandatory uploads setting for expenses? 
  • Organization Owners 
  • Client Admins (in partner-managed accounts) 
  • Program Owners
  • Program Managers

Before You Begin 

⚠️Confirm Log Expenses is turned on in the cycle. If this isn’t enabled, awardees will not be able to log expenses or submit reimbursement requests.  For help, see ➡️Financials Overview: Log Expenses.   
 

Step-By-Step Instructions 

Access Expense Settings

1. Open the program, then click the gear icon on the far right of the cycle to open Cycle Settings. 
   
   
    
2. In Cycle Settings, click Financials in the top menu, then select Expense Settings from the left menu. 
   
   
    

Make Uploads Field Mandatory

1. In Expense Settings, scroll to the bottom of the Log Expenses section. Select the checkbox next to "Make the Uploads field mandatory." 
   
   

Reminder: If Log Expenses is toggled to "No," you won't see the mandatory uploads section. For more help enabling Log Expenses, see ➡️ Financials Overview: Log Expenses.

 2. Click Save Changes in the upper-right corner of the screen. 

Awardee Experience

• When the Uploads field is REQUIRED: When the awardee goes to log an expense, the Uploads field will have an asterisk (*). They must attach a file to submit the reimbursement request. If they don't attach a file, they’ll see an error and can't submit. 
  
  
  
   
• When the Uploads field is OPTIONAL: When the awardee goes to log an expense, the Uploads field will not have an asterisk (*). This means the field is optional, and they can request reimbursement with or without an attachment. 
  
  
  
  ➜ For the full awardee experience, see ➡️ How to Log an Expense and Submit for Reimbursement.
   

Related Articles

➡️Expenses Overview
➡️Financials Overview: Log Expenses






 

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