The following highlights how to utilize the Expense tab in order to receive reimbursements.

Adding an Expense

Remember, only add Expenses you wish to be Reimbursed for. You do not have to submit all expenses. Only expenses you want reimbursement for.

  1. Click the Expense section the scroll down and click “+ Add an Expense” clt-add-expense.gif

  2. Fill out the appropriate information clt-expense-details.gif

    1. Title: The name of the Expense

    2. Category: The type of expense

      1. Food: Purchases made for Dinner, Lunch, and Breakfast

      2. Marketing: Eg, Flyers & Advertisements

      3. Professional Fees: Any fees made for Facilitators, Speakers, Mentors, and Judges to attend or perform certain functions at events

      4. SWAG: Materials bought for attendees, such as T-shirts, buttons, hats etc.

      5. Supplies: Items needed to ensure the event runs smoothly, such as whiteboards, pens, pencils, paper,

      6. Travel: Expenses used to assist people from and to the event, such as gas or airline expenses

      7. Venue: Money used to secure the location of the event

      8. Other: Any other category that does not fit into the above categories

    3. Currency

      1. Please ensure that the currency you wish to be Reimbursed in is correct

    4. Amount:

      1. Input the amount you wish to be Reimbursed for

      2. International Organizers: Please use a period “.” instead of a comma “,” as SWOOP only recognizes periods for financial amounts

    5. Reimbursement Method: Select a method by which to receive your Money

      1. PayPal: If you do not have a PayPal click here for step by step instructions on how to setup a PayPal account

        1. Do not create a group account or an account labeled Startup Weekend

      2. Wire: We recommend this method if you live outside the USA

      3. Check: Checks take around 1-2 weeks to be delivered so be wary of the extra time it will take to reimburse an organizer

    6. Who is being Reimbursed: Select the organizer the money will be directed to

    7. [Paypal/Wire/Check] Details: Input the necessary information to be reimbursed

  3. Select Save

Uploading Receipts

  1. Go to the desired expense, it will say “INCOMPLETE” next to the name of the expense

  2. Under the receipt tab, select “Upload Receipt” upload-receipt.gif

  3. Select the file, which should be in JPEG or PDF format

  4. Once you have uploaded a receipt the “Incomplete” tag will disappearScreen Shot 2016-06-01 at 4.32.30 PM.png

Edit/Remove Expenses

  1. Hover over the Receipt or Actions tab and select to edit/remove expense/receipt remove-expense.gif

Closing out Expenses

Closing out the expenses is the last step before Reimbursement, you will need to fill out the Event Closure Form Screen Shot 2016-06-01 at 4.56.57 PM.png

  1. Financial Point of Contact: Choose a person in your group who will be responsible for point of contact for reimbursement, they will be the person talking to Finance to settle any questions

  2. Tickets Sold: Enter the amount of tickets sold via your Ticketing Platform

  3. Ticket Revenue: Enter the amount of money raised by ticket sales, online and offline

  4. Sponsorship Money Raised: Enter the amount of money raised by your Sponsors, including money not raised through Techstars

  5. Total Expenses: Enter the amount of money you wish to be reimbursed for.

  6. Currency: Choose the currency you want to be reimbursed in

  7. Financial Reimbursement NotesScreen Shot 2016-06-07 at 5.14.19 PM.pngIf there are any issues with your expenses and Sponsors make sure to highlight them in this section. For example, if your event had higher expenses than sponsors, and not all the money will be returned. You can input who should be prioritized to receive their money back.

  8. Ensure that all receipts are uploaded and correct, once you close expenses you cannot change receipts, then you are finished submitting expenses.

Pre-Event Reimbursement Expenses

You can request funds before your event in this tab. Techstars can provide up to 75% of potential funds you need for this event. If you're ready to fill out the Pre-Eevnt Funds Request, fill it out below!

Please allow 7 days for the funds to be transferred to your account