Henderson
Henderson Security
Reimbursement Claim System
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Weekly payment day: Wednesday (or next working day). Approval cut-off: Tuesday, 12pm.

SNNameDateSiteDescriptionAmount Co.TypePass No.Status

New Claim

TESTING Finance/Editor testing mode: everything here works like the real form, but what you submit is saved as a TEST claim only — it is shown only in the Finance/Editor view and never goes to approvers, payments, emails, exports or totals.
Receipts / Supporting Documents - Upload first

Upload at least 1 document. All supporting documents will be auto-filled where possible.

Transactions — one per uploaded document (use + Add Transaction only for an extra one)

People & roles

Everyone here can submit claims. Tick a role to also make them Finance/Editor or an approver — the same person can hold more than one role at once (no more switching hats — if you hold a role, it's always active).

Bulk import from Excel

Upload the Account List template to add or update everyone at once. Existing people are matched by name.

Add a person
Identity

There's no self-service sign-up — set a password here (or via bulk import) so they can log in. Leave it blank and they won't be able to log in until you set one, from here or by editing them later.

Roster
Description mappings

When a receipt is read, its Description is suggested from this list (a saved merchant is matched first, then your own keywords, then general ones). It only ever fills a blank suggestion for the claimant, who can always change it — it never overwrites what a claimant typed, and it never submits or approves anything. A receipt with no clear match is left blank. Changes apply to future receipts straight away.

Suggested from claimants’ corrections

When a claimant changes the Description the reader suggested for a shop to one of the categories above, it is noted here. It is added automatically once two different people make the same correction (or straight away when Finance makes it). Add or dismiss any suggestion yourself.

Backups

Every Monday Justin’s PC saves a full backup automatically into the OneDrive backup folder he chose, in one folder per month: every claim as a PDF (claim form + all its receipts, in “Claim PDFs” of the month the claim was made) and an Excel file of every claim, the People list and the Description mappings. A complete copy for restoring the system is also kept in the system’s private backup storage (last 12 weeks). Backups are not emailed.