Tracking expenses is the first step to getting reimbursed.

Adding an Expense

1. Navigate to Expenses.
2. Click Add Expense.
3. Fill in the fields:
   • Name: What did you buy? (e.g., "Ref Fees - Game 1").
   • Amount: The total cost.
   • Date: Date of purchase.
   • Category: Choose a category to group costs (e.g., Equipment, Travel, Lodging).
     • Tip: If you select Coach's Travel, a Calculator button will appear. Click it to automatically calculate reimbursement based on miles driven and per diem rates.
   • Event: (Optional) Link this expense to a specific event.
   • Receipt: (Optional) Upload an image of the receipt.
4. Click Save.

Calculating Mileage & Per Diem

When adding a travel expense:

1. Select Coach's Travel as the category.
2. Click the Mileage / Per Diem Calculator button next to the Amount field.
3. Enter your Total Miles (round trip). The rate defaults to the current standard (e.g., $0.67), but you can adjust it.
4. (Optional) Enter a Distance Threshold if your team only reimburses miles over a certain limit (e.g., "first 100 miles free").
5. (Optional) Enter Nights Stayed and a Per Diem Rate for overnight trips.
6. Click Apply. The total amount will be filled in, and a detailed breakdown will be added to the Description.

Managing Expenses

• Edit: Click the expense name to change details.
• Cancel: If an expense was entered in error, you can cancel it.
  • Note: Cancelled expenses stay in the database for audit trails but are effectively $0.00.
• Paid Status: You can mark an expense as "Paid" if you have already reimbursed yourself or paid the vendor, primarily for your own tracking.

Tips

• Upload receipts immediately so you don't lose them.
• Use consistent naming conventions (e.g., "Date - Item") to make searching easier.

Need help? Contact support at support@squadstash.com.