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.
Clear the Start date and Due. This will stop the Activity appearing on the home screen. We recommend creating an Activity category called "Allowances" with a suitable icon. This will create a category on the Summary Screen:
Make an entry called "{EventDate} $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.
Now scroll down and add each user as a separate entry:
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 and go to the summary screen. It should look something like this:
Tap on the Meal Allowance, and you can claim the meal allowance like so:
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.
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.
If you require different amounts to be assigned different members of the team, just create additional Meal Allowances. If you are doing this often, it may be worth making a template itinerary of Meal Allowance Checklists. When you want to use one use the "Copy between Itineraries" feature to add them to your actual event. This will make them very quick to set up.
Adding more than one claim a day
Since Version 3.5 we now support some magic commands in the text to turn the formatting into a Check Box. We also support {{Eventdate}} syntax to enable you to use the date of the itinerary instead of a day name.
Bonus: Internal Costs
If you add a cost next to each user group, you can also account for the cost of the meal being provided to the team member. This can be useful if there are internal costs that need to be accounted for providing for the team member regardless.
Please note this process is independent of EventR's robust Expense Tracking features, but can also work along side.