Expense Report Instructions
We are delighted to welcome our members and dedicated volunteers to FSBPT meetings. We often cover the expenses incurred by these attendees—whether for travel, meals, lodging, or other meeting-related costs. To ensure timely and accurate reimbursement, we’ve created a straightforward process for submitting expense reports.
Please refer to the instructions below to receive reimbursement for your expenses after participating in an FSBPT meeting.
- Log in to the Member Portal and go to: https://community.fsbpt.org/s/expense-reports
- Select the blue button, “Create New Expense Report”, in the top right corner.
- Select the event you attended. You will only see events for which you are eligible to submit expenses.
- Choose the appropriate Expense Report Type (Primary, Additional, or Advance Payment). Most users will select Primary.
- Add your expenses by clicking the “Add an Expense” button in the top right corner and following the on-screen instructions.
- You may add another expense or return to the expense report overview using the buttons in the top right corner.
- You can access a printable view of the expense report for your records by clicking “Printable View.”
- When finished, click Submit to send your report for review.
- Your report will move to Under Review, and you’ll receive a confirmation notification.
Before You Begin
Please gather all receipts ahead of time. Receipts are required for many expense types, and the system will indicate when a receipt is needed. Missing required receipts may result in a “Change Required” request during staff review.
Please note, you can begin adding expense during the meeting. However, you will not be able to "Submit" the full report until the meeting has concluded.
Saving a Draft
You may save a draft and return later if needed.
Editing an Expense
- Go to the expense report.
- You will see a table of expenses.
- Click the green expense number under the “View Expense” column.
- Once in the expense, click the “Edit Expense” button in the top right corner.
Payment
- After submitting an expense report, your reimbursement will be sent through FSBPT’s accounts payable vendor BILL within three weeks.
- You have the option to receive money either via mailed check or ACH (electronically into your bank account).
- You will receive an invitation from BILL that allows you to enter in your banking information if you’d like to receive your funds electronically. (This step is optional; if you would like to receive your payment via check, please ignore this invitation.)
FAQs
What if I owe FSBPT money for something, such as an optional outing or a guest at dinner?
Go to "Add an Expense" and select "Reimbursement to FSBPT". Use this expense type only when FSBPT has paid for an optional cost on your behalf, and you are responsible for reimbursing FSBPT. For example, if you attended an optional outing paid for in advance by FSBPT, you would owe the cost of the outing. Other examples may include additional nights at the hotel or having a guest join you at an FSBPT dinner. FSBPT will let you know if you owe an amount and what it is. Enter the amount owed and a brief explanation. The amount will be automatically deducted from your reimbursement.
Additional Questions
We are happy to help you if you have additional questions about this process or your expense report. Please use this form to ensure your question gets to the right staff member who can help you.