Track the expenses you submitted

Once you send in an expense, you can follow it from the moment your approver sees it all the way to the day you get paid. Your church's expenses page keeps a running list of everything you've submitted so you always know where each one stands.

Before you begin

You need to be signed in to Churchday with the same account you used to submit.
You need to have submitted at least one expense. If you haven't yet, see Submit an expense.

Find your submissions

Go to your church's Expenses page. Open your church page and go to the Expenses section. You'll see the Expenses heading next to a New expense button.
Scan your list. Each expense you've sent in shows as its own card, newest first. Every card shows a status pill, the reference number (labeled Ref #), the amount, the merchant, and the category.

Read the status pill

The status pill tells you exactly where an expense is:

Pending: Your approver has it and hasn't decided yet.
Needs info: Your approver asked for a change before they can approve it.
Approved: It's approved and waiting to be paid.
Paid: Your reimbursement has been sent.
Rejected: Your approver turned it down.
Logged: A church-card purchase that's on file. Nothing gets paid back; it's just recorded.

Open one for the full story

Click any card to open its detail page. You'll see the amount, the receipt, and all the details you entered.
Read the note from your approver. If it was paid, you'll see the payment method, the date, and any payment note they left. If it was rejected, you'll see the Reason for rejection. If it needs info, you'll see what to change.

Delete an expense you no longer need

You can remove an expense yourself only while it's still Pending, or if it's a Logged church-card entry.

On the detail page, click Delete this expense.
Confirm in the pop-up window. The expense and its receipt are permanently deleted, and this can't be undone.

Once your approver has approved, paid, or rejected an expense, only they can remove it. Ask a church admin if you need one of those taken down.

Give money back if you need to

If you were paid but need to reverse a purchase, or you're logging that a church-card charge should come out of your own pocket:

On the detail page, click Return this expense and enter a reason.
If you'd already been reimbursed, a Repayment owed box appears. Once you've paid the church back, click I've paid it back to mark it settled.

For the full walk-through, see Returns and repayments.

Good to know

There's no edit-and-resubmit button on this page. If your approver rejects an expense, read the reason and submit a fresh one.
If your approver marks an expense Needs info, they send you an email with a link to edit that same submission. That edit link expires after 14 days, so open it soon.
Your list shows your most recent submissions. Very old ones may not appear if you've submitted a large number over time.