Expenses and donations
A member who pays an expense for the club (equipment, travel, tolls…) declares it in the ERP member portal, Expenses tab. They choose how to be reimbursed, including giving up the reimbursement in favour of the club: it then becomes a donation, which qualifies for a tax receipt.
Declaring an expense
- Click Declare an expense.
- Enter the date, the amount and the nature of the expense.
- Choose the reimbursement mode (see below).
- Attach the receipt: photo or PDF of the ticket or invoice, 10 MB at most. It is mandatory.
- Submit: the expense shows as "Declared", waiting for the office or treasurer to check it.
While the expense is "Declared", you can edit it (pencil; a new receipt replaces the old one) or delete it (bin). Once processed, it can no longer be changed.
The three reimbursement modes
| Mode | What happens at validation | Status |
|---|---|---|
| Pilot account | The amount is credited to your pilot account (it pays for your next flights) | "Reimbursed" at validation |
| Bank transfer | The club sends you a transfer | "Validated", then "Reimbursed" once the transfer is made |
| Donation | You give up the reimbursement; the amount becomes a donation to the club | "Reimbursed" at validation |
The office can correct the chosen mode when validating. A refused expense becomes "Rejected", with the reason.
Mileage
Trips with your own car for the club are declared as a normal expense, with the nature set up for mileage. Usually choose donation: the amount will appear on your tax receipt.
The tax receipt (Cerfa 11580)
Expenses turned into donations are grouped on one receipt per fiscal year, issued by the club (usually at year end). The signed receipt is downloaded from Expenses › My tax receipts. It lets you claim the tax reduction for donations to associations.
On the club side, see Duty desk and expenses.