Guide for volunteers

TeamBurse is how your organization pays you back for what you spend for your team, club or group: you send a report with your receipts, it's approved, and you're paid. This page explains each step.

Joining

You can't sign up on your own: your organization invites you. The invitation comes by email, from TeamBurse, and names your team, club or group. Open its link within two weeks, then either create your account (choose a password of at least 8 characters) or, if you already have a TeamBurse account, sign in to accept.

If the link has stopped working, ask whoever invited you to send it again.

Your authenticator app and recovery codes

Because TeamBurse pays out money, every account is protected by a second step: a 6-digit code from an authenticator app. It can be on your phone or your computer: an app such as Google Authenticator or Microsoft Authenticator, or a password manager that keeps sign-in codes.

When you set up your account, scan the square code shown on screen with the app, or copy the key shown under it into the app.
Each time you sign in, enter your password, then the code the app shows. The code changes every 30 seconds.
You'll be given recovery codes. Keep them somewhere safe, apart from the device with your authenticator app (printed, or in a password manager). Each one works once, in place of a code from the app.
New phone or computer? Under Security, set up the authenticator app again before you give the old one away.
Lost the device with your authenticator app, and your recovery codes too? An admin of your organization can reset your sign-in security, after which you set up a new authenticator app.

A passkey (optional)

A passkey lets you sign in with your fingerprint, your face or your screen lock, on your phone or your computer, instead of your password and a code. You can add one under Security once you're signed in. Your authenticator app stays as a backup.

How you're paid, and the 48-hour hold

Under Payout methods, add how you'd like to be paid: by check (your mailing address) or by Zelle (the email or phone number your bank uses for Zelle), as your organization offers. If you belong to more than one organization, add one for each.

For your safety, nothing is paid to a payout method for 48 hours after you add or change it. The same 48-hour hold starts after a password reset, a change of email address, or a reset of your sign-in security. If someone ever got into your account, this gives you time to notice and tell your organization. You get an email about each of these changes.

Sending a report, from your phone or computer

A report is quick enough to start on your phone, right after you buy something, and it works the same way on a computer, where you can also drag receipt files onto the page. You can start on one and finish on the other.

Choose New report (New, on a phone). The report gets a title with today's date; change it if you like.
Add each receipt: on a phone, take a photo of it as you go; on either, choose photos or PDFs you already have. Each one is saved straight away, so you can stop and come back later.
Add a line for each expense: its date, the shop, the amount and, if your organization uses them, a category. Tick the receipt that goes with it. One receipt can go with several lines.
No receipt for something? Choose "I don't have a receipt for this" and say why. The report is then flagged for a closer look.

Submitting a report

When every line is in, choose Submit. If something looks like a report you've already sent, you're warned first, so you can check before sending it anyway.

After you submit, your team, club or group's approvers review it, then your organization gives final approval and pays it. You get an email at each step that needs you, and My reports always shows where each report is.

An approver may also enter a report for you, for example from receipts you handed them. You're the one paid, you get an email about it, and you can withdraw it while it's waiting for review if the expenses aren't yours.

Questions on a report

Anyone reviewing your report can ask you a question on its page, and you can ask one too. You get an email saying there is a question (the email never repeats it, so open the report to read it) and you reply on the report's page.

What each status means

Draft: You're still working on it. Nobody else sees it.
Team review (or club, group…): Waiting for your team, club or group's approvers.
Final review: Approved by your team, club or group; waiting for your organization's final approval.
Returned: Sent back to you with a comment. Fix what it asks and submit again.
Rejected: Not approved, with a reason. It can't be submitted again; ask a question on it if something isn't clear.
Approved: Waiting to be paid.
Being paid: The payment is on its way.
Paid: Done. A check can take a few days to arrive.
Payment failed: The payment didn't go through. Check your payout method; your organization will follow up.

Who to ask

Questions about a report or a payment go to your organization, not to TeamBurse. Once you're signed in, open About and help in the menu: it shows your organization's email and phone. For a question about one report, you can also ask it on the report's page.