Help

Submitting a claim

Take a photo or make a pdf of your receipt or invoice.
Email the receipt to declaraties@zambesidreef.nl, or upload it via Submit a claim. Several receipts in one email or upload become one claim.
You receive a confirmation email with a personal link.
Use that link to fill in the amount, a description, your IBAN and the account holder. Keep "remember" ticked and your bank details will be filled in next time (you can always change them).
You get an email at every step: approved, payment prepared, paid, or rejected with the reason. The same link always shows the status.

You can change your details until the chair has approved the claim. No email? Check your spam folder.

You get an email when a claim is waiting for you. Open it in the portal, or look under My tasks.
The receipt is shown right on the page. Check the amount and description.
Click Approve and initial. Every receipt gets a stamp with your name, the date and the reference; the initialled pdf is then attached to the claim.
Something wrong? Choose Reject and give a reason. The submitter will see that reason.

After approval you get an email with amount, IBAN, account holder, description and reference, with the initialled receipts attached.
Prepare the payment at the bank and use the reference in the payment description.
Click Payment has been prepared in the portal. The secretary is then notified.

You get an email as soon as the treasurer has prepared the payment.
Authorise the payment at the bank.
Click Payment has been authorised in the portal. The claim is then paid and the submitter is notified.

Every staff member can enter a claim via New claim, for example for a paper receipt.

Enter the submitter's email address and add the receipt(s).
If you also fill in amount, description, IBAN and account holder, the claim goes straight to the chair.
If you leave them empty, the submitter receives an email with a link to complete them.

With the Administrator role you see the Users page. There you add people, assign roles, deactivate accounts and set a new password.
When the board changes, create an account for the new board member and deactivate the old one. History is kept.
Everyone can change their language and password under their own name (top right).

Which files can I send?: Pdf, jpg, png, webp and heic (iPhone photos), up to 15 MB per file. If the browser can't show a heic photo on the page, open it via the link.
Why do I get reminders?: Every morning everyone with an open task gets one summary email. Submitters who haven't completed their details also get a reminder.
How do I change the language?: Without logging in via NL/EN at the top right; when logged in under your own name (top right).
Forgot your password?: Ask an administrator to set a new password via Users.