Event Host: Expense Reimbursement
For: Event Hosts
If you spent your own money running an event — venue hire, supplies, catering — your region may pay you back through Lumieos. You file an itemised report with receipts attached, your region reviews it, and you can follow it through to payment.
Note: Lumieos does not pay you. It records what you claimed and what your region decided, and your region then pays you however it normally would. The status on your report tells you where that has got to.
Before you start
Two things have to be true:
- Your region has switched the feature on. Not every region uses it.
- You are a host on at least one event.
If both hold, Expenses appears in your sidebar under Events. If it does not, your region has not enabled reimbursement.
Note: If the New Report button is greyed out and the page says you can file once you host an event, that can also mean your region has reimbursement switched off. If you are sure you host an event, ask your region.
Filing a report
Open Expenses and click New Report. Pick the event and give the report a short title — something like “Regional venue + supplies” is plenty. That creates a draft, which only you can see.
On the report itself there are two things to fill in.
How you should be paid
Under Report Details, choose a Payout Method from the ones your region offers, and give the Payee Name — who the payment should be made out to. Add anything else the region needs in the notes.
Two methods ask for more:
- Check — a postal address. Start typing the first line and pick your address from the suggestions to fill in the rest.
- Pick up in person — your region’s collection details appear here. If they are missing, the region has not written them yet; ask before choosing this method.
What you spent
Under Line Items, add one row per expense: what it was, a category, the date, the amount, and the receipt. The total updates as you go.
Attach the receipt to the line it belongs to rather than lumping everything together — it is what your reviewer works from, and a report that is easy to check is a report that comes back approved rather than queried.
You can save and come back as often as you like. Nothing is visible to your region until you submit.
Submitting
Click submit when the report is complete. Your region sees it from that moment, and you can no longer edit it — which also means nobody can change it while they are reviewing.
If you are told a payout method is no longer available, your region has stopped offering it since you started. Pick another one and submit again.
After you submit
Your report will be in one of these states:
| Status | What it means |
|---|---|
| Submitted | With your region, waiting to be looked at |
| Changes Requested | Sent back — there will be a comment saying why |
| Approved | Accepted. Your region owes you the money |
| Mailed | A cheque is on its way |
| Available for Pickup | Ready to collect |
| Reimbursed | Paid. Finished |
| Rejected | Declined, and final |
If changes are requested
Your region has sent it back with a comment explaining what they need. The report becomes editable again — fix what they asked for and submit it again. There is no limit on how many times this can go round.
If it is rejected
That is final, and the report cannot be reopened. If you think it was a mistake, talk to your region rather than filing the same claim again.
Getting it approved first time
- One expense per line. A single row for “supplies, £240” with six receipts attached is harder to check than six rows.
- Attach the receipt as you go. It is the commonest reason a report comes back.
- Say what something was for if it is not obvious from the description. Your reviewer was not there.
- Check the payee name. It is what the payment gets made out to.
Related
- Hosting an Event — applying to host, and what you take on
- Host Commerce — collecting registration payments from teams, which is the opposite direction of travel and a separate thing entirely