West Coast Jalsa Salana USATerms of Service
Effective 27 September 2026. These terms cover use of the West Coast Jalsa Salana Expense & Reimbursement Portal (“the Portal”).
In short. The Portal is for submitting genuine West Coast Jalsa Salana expenses for reimbursement. Submit accurate claims with real receipts, don't claim the same thing twice, and understand that submitting an expense is a request — approval and payment rest with the department and Finance.
1. What the Portal is for
The Portal lets volunteers and departments working on West Coast Jalsa Salana USA (“WCJS”, “we”, “us”) submit expenses incurred for the event, route them for approval, and track reimbursement. It is provided for that purpose alone and is not a general-purpose service.
2. Who may use it
Anyone who has incurred an approved WCJS expense may submit it, with or without signing in. Administrative access — approving expenses, viewing budgets, recording checks, managing other administrators — is granted by the WCJS organisers to specific people for specific departments, and may be changed or withdrawn at any time.
3. Your submissions
- Be accurate. Amounts, dates, descriptions and the payee must reflect what you actually spent.
- Attach a real receipt. A legible photo or PDF of the actual receipt is required.
- Don't claim twice. Submitting the same expense more than once, whether or not the Portal flags it as a possible duplicate, may delay or void reimbursement.
- File against the right department. If you are unsure, say so in the notes rather than guessing; it can be reassigned.
Knowingly submitting a false, inflated or duplicated claim is a misuse of funds donated by the community. It may result in refusal to reimburse, removal of access, and referral to the organisers.
4. Approval is not guaranteed
Submitting an expense is a request, not an entitlement. Whether it is reimbursed, in whole or in part, is decided by the relevant department Nazim, the department head where an expense exceeds its budget, and Finance. Expenses may be declined, reduced, reassigned to another department, or returned for more information. Nothing in the Portal constitutes a commitment to pay.
5. Your responsibilities
- Keep the contact details you give us current, or you may not hear that your check is ready.
- Do not forward the approval links in our emails. They carry the authority to approve or decline an expense on your behalf. Treat them like a signature.
- Do not attempt to access expenses, budgets or administrative functions outside what your role permits.
- Do not upload anything unrelated to a WCJS expense, or anything unlawful.
6. Emails and text messages
Using the Portal means we will email you about your own submissions — confirmation, approval or refusal, and when a check is ready. These are transactional messages and cannot be turned off while you have an active submission, since they are how we tell you what is happening.
If we enable text messaging, you will be asked to opt in separately, and it will never be a condition of being reimbursed. Message and data rates may apply. Reply STOP to stop texts or HELP for assistance; you will continue to receive email updates. Mobile carriers are not liable for delayed or undelivered messages.
7. Availability
The Portal is run by volunteers, on Google's infrastructure, and is provided as is and as available, without warranties of any kind. It may be unavailable, slow, or taken offline for maintenance or after the event without notice. We are not liable for any loss arising from its unavailability, from an error in it, or from a delayed or undelivered notification. Keep your own copy of any receipt you care about.
8. Privacy
What we collect and why is set out in our Privacy Policy, which forms part of these terms.
9. Changes
We may update these terms; the effective date above will change when we do. Continuing to use the Portal after an update means you accept the revised terms.