🧾 Expense Claim Guide – Red House Farm Allotments

Welcome! This guide explains how to claim money back for allotment-related purchases.

👤 For Members – How to Make a Claim

1. Step 1: Onboard as a Claimant
   Before you can be reimbursed, we need your bank details.
   • Go to: /finance-make-an-expense-claim/
   • Enter the account name, sort code, and the account number securely
   • If you prefer not to store your details, enter “Not Provided” and contact the Treasurer directly
   ✅ You’ll get a confirmation email after onboarding (template_12).
2. Step 2: Submit Your Expense Claim
   • Go to: /finance-make-an-expense-claim/
   • Fill in the form (one per receipt)
   • Select the payee, enter the date, amount, and description
   • If the payee does not exist you must add the new payee
   • Choose a subcategory – the category fills in automatically
   • Upload a receipt file (PDF, JPG, or PNG)
   ✅ You’ll get a confirmation email when your claim is submitted (template_13).

💼 What Happens Next – For Committee Members

1. The Treasurer enters your bank details into the banking portal
2. The Treasurer starts the transfer and sets status to awaiting_approval
   ✅ This triggers an email to second approvers and the claimant (template_14)
3. A Second Approver logs into the bank portal to approve the transfer
4. The same approver marks the claim as Paid on the dashboard
   • The system logs their name as the second approver
   • ✅ A confirmation email is sent to the claimant (template_15)
5. The Treasurer uploads the bank statement and ticks Reconciled for matching transactions
   • Logs the user who reconciled it
   • No email is sent at this stage

📨 Email Templates Used

🧩 Technical Details

• Shortcodes:
  • [allotment_management_claimant_onboarding_form]
  • [submit_expense_claim]
  • [allotment_management_expense_dashboard]
• Involved Files:
  • finance-claimant-onboarding-form.php
  • finance-submit-expense-claim.php
  • form-handler-finance-submit-expense-claim.php
  • finance-expense-dashboard.php
  • ajax-expense-dashboard.php
• Database Tables:
  • wp_allotment_management_claimants
  • wp_allotment_management_expenses
  • wp_allotment_management_payees

❓ Notes & FAQs

• One claim = one receipt. Please don’t combine receipts.
• Only onboarded users can make a claim
• All activity is logged and visible in the admin log
• Volunteers process claims – allow time for processing