This SOP outlines the process for creating and assigning payees when setting up an expense trip in Trip Scheduler. The feature ensures accurate reimbursement by linking each expense trip to the correct payee, preventing duplicates, and maintaining all payee information within the member’s profile for future use.
1. Overview
When creating an expense trip (e.g., Ancillary Services), users can:
Select an existing payee from a dropdown list, or
Add a new payee by entering their details (name, relationship, and contact information).
All payees are stored in the Member Profile, ensuring that details do not need to be re-entered for future trips.
Trip records clearly show who is being reimbursed, and the system automatically blocks duplicate payee entries.
2. Adding a Payee from the Member Profile
Navigate to the Members tab and select the member’s profile.
Scroll down to Trip Creation Preferences.
Click Edit to open the preferences screen.
Select + Add Reimbursement Contact.
Complete all required fields on the General Information tab:
Full Name
Relationship to Member
Contact Information (phone number, email, etc.)
(Optional) If the payee also serves as a driver (for example, in GMR trips), fill out the necessary details in the Driver Information tab.
Click Save to add the payee.
Once saved, the payee will appear in the member’s profile and can be selected for future expense trips.
3. Adding or Selecting a Payee During Trip Creation
Begin creating a new trip as usual.
In the Trip Details section, select an expense trip type (e.g., Ancillary Services).
Scroll to the bottom of the page to locate the Select Reimbursement Contact (Payee) field.
Click into the field to:
Select a payee already associated with the member’s profile, or
+ Add a new contact (payee) if the payee is not yet listed.
When adding a new payee during this step:
Enter all required details (name, relationship, and contact info).
The new payee will automatically be saved to the member’s profile for future use.
4. System Behavior and Validation
Once assigned, the trip record will clearly display the Payee being reimbursed.
The system automatically prevents duplicate entries, ensuring each payee record is unique.
All payees remain linked to their respective member profiles and are accessible for selection in future expense trip creations.
5. Best Practices
Review existing payees in a member’s profile before adding new ones to prevent duplication.
Verify all contact and relationship information for accuracy before saving.
For driver-related reimbursements (e.g., GMR trips), ensure all required Driver Information fields are completed.