Making a Claim

For WAKR members.

How to fill in and submit a reimbursement claim. Start from My Claims → New claim (or the one-time link we emailed you).

Step by step. On My Claims, and on the one-time link we email you, a new claim opens as five short steps: About → Expenses → Receipts → Pay me → Review. Each step is checked before you move on. Use Back, or click a finished step's name, to change something. On the Review step, check everything and click Submit claim.

On My Claims, your draft is saved as you go, so you can come back to it later.
On the emailed link, nothing is sent until you click Submit claim. Have your receipt and bank details ready and finish in one go: the link works only once.

Prefer everything on one page? Click Use the full form under the steps. Go step by step switches back, and nothing you've entered is lost. The sections below describe each part, in either view.

1. The basics

What is this for? (title) — a short description, e.g. "Grading venue hire".
Date of expense — when you paid.
Claiming for an event you run? Event admins can start from the Events page: click + Expense claim on the event's card. The claim opens with the event already chosen and a starter title.
Related event (optional) — pick the event if the cost belongs to one; leave it blank for a general/committee cost.
Shared with another event? — if one cost covers more than one event (say a single hall hire for a Jodo and an Iaido grading on the same day), click this link under the event. List each event with its share (Split equally, or type the %s; they must add up to 100%). You'll see each event's dollar amount. Every expense on the claim is shared the same way. Just one event takes you back to a single event.
Details / notes — anything the approvers should know.

2. Where to pay you

Enter your account name, BSB, and account number. These are held only until you're paid, then removed, and are never shown to other members. If your details are already on file you'll see that, and can Change them if needed.

Click Save draft — this creates the claim so you can add lines and receipts.

3. Add your expense lines

For each item, add a description, the amount, and a category (pick one, or add a new one). The claim total adds up automatically. Remove a line with Remove if you make a mistake.

4. Charge to discipline (usually automatic)

If the claim is tied to an event, it's charged to the right discipline(s) for you. You only need to touch this if a cost is shared across arts — otherwise leave it. A claim shared across events doesn't need this: each event's share goes to that event's discipline(s).

5. Attach your receipts

Under Receipts, upload a photo or PDF of each receipt. Add as many as you need.

6. Submit

When everything's in, click Submit claim. It goes to the committee for approval, and you'll see the status change on My Claims. You can revisit a Draft any time before submitting.

Good to know

You can Save draft and come back later — nothing is submitted until you click Submit claim.
Claims usually need to be lodged within a set window of the expense date; if you're outside it, contact the Treasurer.
Attach clear receipts — it speeds up approval.

Who to contact

Anything about a claim or payment: the Treasurer (treasurer@wakr.asn.au).