Illustrative Tutorial

Trip scenario:

A coach, a chaperone, and 3 players are attending an away 3v3 tournament. The chaperone is the parent of Player 1. The chaperone is paying their own way, so their personal expenses, such as their hotel room and any meals they share with the team, are not added to the team total. The chaperone will, however, pay the team's shared expenses using their own credit card and payment methods. The team's coach will have all trip expenses covered by the team. In the end, the players will bear the trip's shared costs and reimburse the chaperone after the trip concludes.

After adding all team members, we'll create the trip and configure the trip participants:

The trip involves several expenses incurred by the team.

This tutorial walks through posting the following shared trip expenses.

1. Van rental

The van is rented by the chaperone and costs $428.90 for the trip.

With the expense posted, we'll now configure how the cost is distributed across the team.

Notes:

• The total pro-rata expense is $142.97 per player.
• Because Chaperone Bill paid for the van rental and drove the team to the event, he is marked as attending, with the charge spread pro-rata across the paying players. Because his son, James, will not reimburse Bill directly, we can deduct from, or credit, James. This creates a net receivable position for James of $-285.93, which equals the reimbursement owed by the other two players.
• Coach Steve attends, with a standard pro-rata charge.
• Player 1 (James) attends and receives a charge for the van rental, as do Players 2 and 3 (Ryan and Phil).

With the expense distribution saved, we see the Trip Expense Settlement Summary as follows:

2. Team hotel

The next expense is for the team's hotel. Bill pays for a block of 4 rooms at a total cost of $2,268. That is $189 per room, per night, for 4 rooms over a 3-night stay.

With the expense posted, we'll now configure how the cost is distributed across the team, which will be very similar to the van rental expense.

Notes:

• The total pro-rata expense is $756.00 per player.
• Because Chaperone Bill paid for 4 rooms, he is marked as attending, with the charge spread pro-rata across the paying players. Because his son, James, will not reimburse Bill directly, we can deduct from, or credit, James. This creates a net negative position for James of $-1512.00, which equals the reimbursement owed by the other two players.
• Coach Steve attends, with a standard pro-rata charge.
• Player 1 (James) attends and receives a charge for the hotel, as do Players 2 and 3 (Ryan and Phil).

With the expense distribution saved, we see the Trip Expense Settlement Summary as follows:

3. Team Meals

The next expense is for the team's meals. The team eats together three times a day at restaurants during the 3-day tournament. The total of all receipts is $527.32. For the purposes of this tutorial, we'll post it as one expense instead of entering each bill separately. In practice, the receipt would be uploaded and posted at the time of the expense. That would allow the receipts to be automatically collated in the trip statement.

With the expense posted, we'll now configure how the cost is distributed across the team.

Notes:

• The total pro-rata expense is $175.78 per player.
• Because Chaperone Bill ate with the team, he is marked as attending. However, the team is not covering Bill's meal expense, so instead of treating his portion of the bill as a pro-rata expense, we charge it directly to James (Player 1). This creates adjustment entries for Players 2 and 3 so they are not covering Bill's portion. Also, because his son, James, will not reimburse Bill directly, we can deduct from, or credit, James.
• Coach Steve attends, with a standard pro-rata charge picked up by the players.
• Player 1 (James) attends and receives a charge, as do Players 2 and 3 (Ryan and Phil).

With the expense distribution saved, we see the Trip Expense Settlement Summary as follows:

4. Fuel Expense

Our final expense is for the fuel Bill purchases for the van during the trip. Total fuel receipts are $85.60.

With the expense posted, we'll now configure how the cost is distributed across the team, which will be very similar to the van rental expense.

Notes:

• The total pro-rata expense is $28.54 per player.
• Because Chaperone Bill paid for the fuel, he is marked as attending, with the charge spread pro-rata across the paying players. Because his son, James, will not reimburse Bill directly, we can deduct from, or credit, James. This creates a net negative position for James, which equals the reimbursement owed by the other two players.
• Coach Steve attends, with a standard pro-rata charge.
• Player 1 (James) attends and receives a charge for the fuel, as do Players 2 and 3 (Ryan and Phil).

With the expense distribution saved, we see the Trip Expense Settlement Summary as follows:

Wrapping it all up

With all of our expenses posted, we have the final settlement summary:

Next, with our trip complete, we can generate a Trip Statement. TeamDivvy can generate a CSV, DOCX, or PDF file. Use the CSV if you want to customize or work further with the summarized trip expense information. The DOCX can be edited or reformatted, and the PDF is a collated document that includes the summary information and attaches any image receipts that were posted.

Our final Trip Statement, ready for distribution.

Open sample Trip Statement PDF

After the trip is complete and all expenses are posted, here's a snapshot of what your TeamDivvy Trips page will look like.