1. Research the app
Research whether the app will reduce administrative time for your current processes.
Make sure you understand the system that vHelp uses to uphold data protection regulations so you can reassure users and volunteers that their financial information is being held securely.
2. Test the app
Trial the process of reimbursing volunteers with a small pool of users. You can start with one volunteer and one user to spot any difficulties and iron out any potential problems.
You can communicate your findings with vHelp to see whether they can implement solutions to these problems.
3. Open up the process
Get in touch with users who have encountered difficulties reimbursing volunteers manually.
Introduce this new solution to them as they are most likely to be on board with trying something digital.
This can also be applicable to family members who pay for the shopping on their relative’s behalf. Since they are already using digital methods, this process won’t seem too alien and they will be more likely to see the benefits of the new system than more tech-sceptic users.
Get volunteers to speak with the service users they are shopping for about the new process. They have a better relationship with the service user and can therefore come to an agreement as to whether this would be a better method of reimbursement.
4. Set up your volunteers and users
The user does not need to regularly interact with the app. They only need to register their card as a one-off activity.
The volunteer and the charity coordinator have the app downloaded onto a smartphone. You can send volunteers a simple guide on how to get set up with the app.
5. Ensure the process is smooth
The volunteer can take a picture of the receipt and upload it to the app as proof of expenses. However, they should give the hard copy of the receipt to the service user so they can square the receipt with bank statements to make sure everything is working correctly.
Have a dedicated coordinator to approve all the reimbursement requests, otherwise the process can end up being slow. This coordinator can also look out for any errors, duplicates, or issues such as blocked payments that they should then contact vHelp about.
Establish good working communication with vHelp as there are certain issues that only they are able to resolve.
Many thanks to Ilkley and District Good Neighbours for contributing this recipe.
This recipe is licensed under a Attribution-NonCommercial-ShareAlike 4.0 International Licence.
That means you are free to copy, redistribute, and build on the text of this recipe, but only for non-commercial purposes (if you want to use it for commercial purposes, get in touch with us at [email protected]). You must give credit to both Catalyst and Ilkley and District Good Neighbours and link back to this page. If you build on this recipe then you must share your version under this same licence.
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