Meal Allowances

To track team subsistence and give team members the ability to claim a subsistence allowance you can use the Todo List activity type (Power Lists).

First the scenario: you have a team that travels. Normally food is provided, but if for some reason food cannot be provided, they can claim a subsistence amount of, say $40 for the meal. This can happen before or after. You want to use the EventR platform to help manage this. This page will explain in detail how to set this up.

Firstly, create a Todo list in the ECH and assign costs to each item on the list with the amount the user can claim. These amount can be multi part and currency.

Make an entry called "Monday $40", and assign the cost $40. Ensure the activity visibility is set to Private - this means other users cannot see what each other claimed, only the Coordinator and them.

Meal allowance set up in ECH

Now scroll down and add each user as a separate entry:

Assigning people to claim meal allowances

Each entry is the team member's personal check list. Note it is possible to make groups of team members able to claim the same allowance, but the system will only report one total of $40 being claimed if anyone in the group selects the item. This may have uses, but not for this example.

Save your Allowances, and update the app.

Now open the app as a user you assigned the meal allowance to. It should look something like this:

Meal Allowance on Home Screen

Tap on the Meal Allowance, and you can claim the Monday - $40 Item like so:

Claim Meal Allowances in App Pt2

View Status button

As soon as box is ticked you can tap the "View Status" button to show the report of what has happened.

The report has a number of options at the top. Select "Completed" and "User Updates", and any user who has claimed will show on the page. There is a sub total if multiple days have been added per user, and an overall total. All these prices are registered in the cost model.

Power List showing Meal Allowance with Audit history

The Log on the right hand side allows you to see all the activity on the Todo List with times. This may help if anything is questioned. Generate PDF will generate a PDF of the page that can be used outside the system to reimburse.