How to claim Reimbursement/Expenses or download receipt for Faculty

1 How to claim your reimbursement and expenses
2 How to download your reimbursement receipt or check the status of a pending reimbursement

How to claim your reimbursement and expenses

You will receive an email from noreply@mail.aofoundation.org (please check your spam box if you cannot see this email just in case) OR you can access it in the “Open Items” section on your Dashboard.

The first section is just a summary of your per diems and entitlements for your claims.

In the second section please click on the “Edit Details” Button to update the payout currency and your home address (if you want to donate the per diems, otherwise you could also leave it blank).

In the next section you have to add your bank details. There you can either select existing bank details or add new ones.

Please note: When you receive the error message: “Bank account XY for this bank already exists in this validity period”, it means that the bank details you are trying to add were already used for a previous reimbursement. Please choose “Select Existing bank detail" instead. Do not try to add the same bank details twice; duplicates cannot be processed.

Please note: When you receive the error message: "Bank key cannot be converted to bank directory entry UUID", it means that either (a) there is a typo, such as an incorrect SWIFT code, or (b) you are trying to submit a new bank that we do not yet have in our system. In such cases, our Accounting department must first set up the bank in SAP. Once this is done, the reimbursement request will be sent to the EO for review.

In the last section you can add your expenses. Choose the type of expense and click on the relevant button.

Update your expenses, upload the receipt and save it. If you have more than one of an expense type just click again on the expense button and add a second one.

Once you have added all expenses click on the button “Send Claim” - than you will get a Warning and you have to confirm that everything is correct. Please tick the box if you’re done and again on “Send Claim”.

How to download your reimbursement receipt or check the status of a pending reimbursement

Go to Engagement on your dashboard and click on my reimbursements

You will see an overview of the present reimbursements. If you need a receipt from a past event click on the arrow next to present reimbursements to change to past reimbursements. Click on the R-number to see more detailed information about this Reimbursement.

Scroll down to the Expenses section to review/download your receipt.