Reimbursement Requests

If there were approved expenses for your WordCamp that had to be purchased by an organizer and paid out-of-pocket, you can request a reimbursement through your WordCamp site Dashboard > Budget > Reimbursements

1

From the Reimbursement Requests screen, you can choose to ‘Add New’ request or see all submitted Reimbursement Requests for your WordCamp:

Reimbursement Requests: step 2: Reimbursements > Add New

Let’s walk through submitting a new reimbursement request. Make sure you’ve gathered all of your receipts and payment details before you get started.

General information General information

Reimbursement Requests . Step 3: purchase details

Important Note: Make sure you save your Reimbursement Request as a Draft until you have added all your purchases out of pocket for the WordCamp. We pay fees of up to $12 per payment transaction, so to minimize overhead expenses, we urge all organizing teams to submit one reimbursement request per out-of-pocket purchaser.

Top ↑

Status Status

Reimbursement Requests. Step 4: Save as Draft or submit request

And now payment information. You can request payment by Direct Deposit, Check, or Wire.

 

Top ↑

Payment by Direct Deposit Payment by Direct Deposit

Direct Deposit (ACH transfer) is the fastest way for us to send money. If you’re requesting a reimbursement by Direct Deposit, be certain to note whether we are sending the money to a personal or a business account, and don’t forget to fill out all the fields (all them are required).

Important Note: Direct Deposits can be sent in USD to US bank accounts only.

Reimbursement Requests: Step 5: Direct Deposit

Top ↑

Payment by Check Payment by Check

Check payments can take 5 business days, occasionally more. If you’re requesting payment by Check, be certain to note who the check should be made payable to, which in some cases is different from the vendor’s name.

Important Note: Check can be sent in USD to US addresses only.

Reimbursement Requests. Step 6: Checks

Top ↑

Payment by Wire Payment by Wire

If you’re requesting reimbursement by Wire, these fields are required to ensure that your wire is sent successfully:

  • Bank Name
  • SWIFT code (more info about what SWIFT BIC is)
  • Beneficiary Name
  • Beneficiary Account Number

Reimbursement Requests. Step 7: Wire

Address fields are not required by all banks, but more information is always better when it comes to wire transfers. Intermediary banks are only required for sending money to certain countries.

Top ↑

Expenses Expenses

Here is where you will add the details for the out-of-pocket purchases you had to make for your WordCamp.

Important note: Remember to save your reimbursement request as a Draft until the WordCamp is finished. Preferably we’ll do just one reimbursement per person.

Reimbursement Requests. Step 8: How to add expenses

We’re collecting data about whether a vendor is local or online/non-local so we can do a yearly review on whether a vendor is so popular that we might want to negotiate for a program-wide discount.

As you add additional expenses, the total on the top right of the post will update automatically. If you have made purchases in multiple currencies, email support@wordcamp.org to ask about the best way to ask for reimbursement in that case.

multiple expenses

updating in the status box

And that’s all! You can add a new expense, save your Reimbursement Request as a Draft and to keep adding your out-of-pocket purchases during the organizing process. Submit your Reimbursement Request when you’re sure you won’t be making any more out-of-pocket purchases.

 

Tip: Here is a quiz on this article. Read quizzes page if you have any questions about quizzes and how to navigate them.