For Members

What is the Pay Voucher Portal?

The Pay Voucher Portal is a quick and simple way to request reimbursement for NLYM-related expenses or authorize payment to a vendor. No account or login is required to submit.

Frequently Asked Questions

Before You Submit — 5 Key Takeaways

1. Know the budget code. Ask the committee chair or your supervising Board Member if you're unsure.
2. Keep NLYM expenses on a separate receipt from personal items whenever possible. If that's not possible, clearly separate the NLYM portion and submit only that amount.
3. Use Zelle (preferred) or PayPal. We're moving away from physical checks to reduce printing, mailing, and reconciliation costs. Electronic payments are faster and more secure for both sides.
4. Submit timely. Reimbursement requests should be submitted in the same month the expense is incurred.
5. For payments over $5,000, ensure Board approval is obtained.

How to Submit a Pay Voucher

Submitting from Your Phone

The NLYM App lets you upload receipt photos directly from your phone:

1. Open the NLYM App
2. Tap Access Website
3. Under Quick References → Forms, tap Digital Pay Voucher

Checking Your Voucher Status

Visit your chapter's page and click Check Voucher Status. You can look up your voucher by reference number or the email address you used when submitting.

Payment Methods

The form offers two Payment Method options:

Electronic Payment via Zelle is strongly preferred — it's faster, more secure, and reduces the cost of printing, mailing, and reconciling paper checks.

Common Issues

I don't know my budget code.
Contact your committee chair or supervising Board Member.

I have multiple expenses on one receipt with different budget codes.
Add separate line items and assign each to its own budget code.

My receipt has both NLYM and personal items.
Clearly separate the NLYM portion and submit only that amount, with supporting notes.

I submitted but haven't heard anything.
Check your spam folder for approval notifications. If still missing, contact your supervising Board Member.

For Board Officers & Admins

Roles & Responsibilities

Approval Workflow

1. Member creates the digital pay voucher and uploads receipts
2. Supervising Board Member / GLAD (portal role: Pre-Approver) approves the voucher by reviewing the budget category, account coding, receipt/invoice, and any notes from the Board Member or GLAD responsible for that budget
3. Authorized Signers (Treasurer & President, or backups) complete the Authorization for Payment signature step. If payment is by check, the check must also be signed according to chapter bylaws.
4. Treasurer records in QuickBooks and pays the member after approvals/signatures are complete

The workflow documents the same approval path as the chapter's paper Authorization for Payment process: board approvers review the expense context, authorized signers complete the signature step, and the Treasurer remains responsible for issuing payment.

All approvers and signers receive email notifications when a voucher needs action. Pending items also appear on the dashboard.

Pre-Approver Assignments

Budget codes are mapped to the Board position responsible for that budget. Examples:

Each chapter configures its own budget code → board position mapping during setup.

Workflow Rules

Every voucher must have a receipt/invoice and approval from the supervising Board Member.
The supervising Board Member and/or GLAD confirms the budget category, account coding, receipt/invoice, and any notes needed for that budget before the voucher moves to signature.

Checks require two signatures per chapter bylaws:

• Treasurer or Recording Secretary (backup)
• President or President-Elect (backup)

Both authorized signers receive the voucher at the same time. For check payments, the check must also be signed according to chapter bylaws. Signers should also initial the voucher, and the chapter should retain the check stub with the request.

Electronic payments require Authorization for Payment signed by two required signatories.
For Zelle, PayPal, Venmo, or similar electronic payments, the signed authorization should identify the payment date, payee, amount, service or payment method, and reason for payment.

Payments over $5,000 require Board approval before payment.

Special rule — when an authorized signer submits their own voucher:
If an authorized signer submits a voucher and is also responsible for that budget, they can complete only the supervising Board Member/GLAD approval step. The alternate signer must sign as the authorized signer.

Example: The President submits a voucher for reimbursement. The voucher routes to the President for supervising Board Member approval. Authorized signatures are then required from the Treasurer and the President-Elect. The President cannot approve the budget and sign as an authorized signer on the same voucher.

Using the Dashboard

The dashboard shows the sections and actions available for your role. Admins see the full chapter view; approvers and signers see the items assigned to them.

• Chapter Setup — finish setup tasks such as board roles, budget upload, officer invitations, and sharing the chapter URL.
• Your Pending Approvals — review vouchers currently assigned to you for approval or signature.
• Pending Across All Roles — admin-only view of vouchers waiting on other officers. Admins manually send reminder/nudge emails from this section; reminders are not automatic.
• Awaiting Payment — admin-only list of fully authorized vouchers ready for payment.
• Paid — Record in QuickBooks — paid vouchers that still need to be marked as recorded in QuickBooks.
• Summary Stats — admin-only totals for vouchers, in-progress items, authorized vouchers, and total amount.
• All Vouchers / Your Vouchers — voucher history for the selected fiscal year, with filters by status.
• Budget — manage budget codes and review spending visibility.
• Roles — manage board members, GLADs, approvers, signers, and dashboard invitations.

Chapter Setup Checklist

Start by registering the chapter, then complete the four setup steps shown in the dashboard Chapter Setup card.

1. Register your chapter — create the chapter with its name, URL slug, fiscal year end, chapter admin name and email, and chapter logo. A transparent PNG logo is recommended.
2. Log in to dashboard — confirms the chapter admin can access the dashboard.
3. Set up board roles — add officers beyond the treasurer, including approvers and signers. Use official NLYM role email addresses when available so access is easier to maintain across annual board transitions.
4. Upload budget — import the chapter budget from a QuickBooks CSV so budget codes are available on vouchers.
5. Invite board members — send one-time login links to officers who need to approve, sign, or administer vouchers. They should bookmark /admin/<chapter-slug> after logging in. For security, they may be asked to request a new magic link every 30 days, or sooner if they use a different browser/device or clear their cookies.

The dashboard keeps the chapter URL available for admins so it can be copied when you are ready to share the voucher portal with members.

Key Features Reference

Login-free submission. Members do not need an account. They submit through the chapter's custom link.

Budget tracking. Real-time visibility into expenses against predefined budget codes. Approvers see vouchers in the context of the annual budget.

Email notifications. All approvers and signers receive email alerts when action is needed.

Customizable approval workflows. Define approval hierarchies that comply with internal policies and bylaws.

Digital signatures. Captures signatures from budget approvers and authorized signers. Authorized signers complete the Authorization for Payment signature step before the Treasurer issues payment.

Common Admin Questions

A member submitted with the wrong budget code. What do I do?
The supervising approver can reject the voucher with a note. After rejection, the submitter can resubmit, or an admin can use Resubmit to correct the budget code and restart the approval workflow.

Can we add or change supervising approver assignments mid-year?
Yes. Admins can update role assignments from the dashboard at any time.

Which email address should we use for board roles?
Use official NLYM role email addresses when available. They are easier to maintain across annual board transitions than personal email addresses.

Are reminders automatic?
No. Admins can manually send reminder/nudge emails from Pending Across All Roles when a voucher is waiting on another officer.

What happens if a primary signer is unavailable?
The backup signer, either the Recording Secretary or President-Elect, can sign in their place. Set up both primary and backup signers at the start of the chapter year.

Where are completed vouchers stored?
Completed vouchers and signed Payment Authorizations are available in the All Vouchers section of the dashboard.