myexpenses: approving a claim
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1 Department Of Finance. myexpenses: approving a claim A web based, self-service guide for departmental approvers using myteam Version 2.0 August 2017
2 1. Select Messages 2. Approve Expense Claim for the appropriate employee 2.1 Using the dropdown facilities, you may search for, and prioritise your current or previous workload 2.2 Select the appropriate employee by clicking the blue square and then selecting View Expense Form. After selecting, a new window will appear with the Travel Expense Statement available to see. See point 3 You will not require a hard copy of the claim to trigger the checking process. All messages with claims that require checking should be checked. We recommend checking your messages every few days for new claims to check. Please be aware that you will receive an when a new claim is available for checking. If you believe that the claim needs amending, see step 4. myexpenses: approving a claim v3.0 August
3 3. Travel Expense Statement 3.1 General details: Ensure that the Name, Personnel number and dates are correct. Additionally, the Cost Centre Code must be correct 3.2 Cost Assignment: Check that the correct departmental cost codes have been used. If not, you are required to change this in order to assign the expense to the correct Cost Centre or WBS Code 3.3 Itinerary: Check that the Trip Destination and dates are consistent with the hard copy and the receipts provided. Also ensure that a detailed reason is provided 3.4 Total Amounts Check that the total amount to be reimbursed is correct and is consistent with the supporting receipts 3.5 Per Diem Settlement/Itemization: This relates to the type of expense being claimed. Ensure that the correct Tax (VAT) Code has been used Tip: This is the default code so MUST be changed to a valid Cost Centre or WBS element 3.6 Additional Information (next pages) Check that all relevant information is given including mileage, passenger and guests where relevant 4. Approving and amending a claim The scanned receipts (attachments) will be available above the claim details. Simply click on each attachment to download and view it. You will need to check each attachment thoroughly to ensure that the amounts, date and items on the receipt(s) match the information on the claim. NB - The uploading of any documents containing credit/debit card data, including 16 digit PANs and 3 digit security codes is strictly prohibited. If you encounter such attachments you must delete them and report this IMMEDIATELY as an incident of receipt of unsolicited cardholder data to the myexpenses: approving a claim v3.0 August
4 address Do not include any of the card details in this . The PCI DSS team will advise if they require further information or action. If you are satisfied that the information is correct, select in order to complete this stage of the process. If you are not satisfied that the claim has been submitted correctly, (meaning either the amount, Cost Centre Distribution Codes, or Tax Codes are incorrect) please select then Refresh (located on the top right). Next, select Refresh and then select the following blue box showing the relevant employee s name:, then. See below for an example of the messaging window. You can ignore most buttons and options on here simply type your message in the large text box. Once you have typed your message, select. The departmental checker will then receive a copy of your message in their university inbox. See below for an example: In addition, as a departmental approver, you may also reject the claim by selecting, and then Refresh. Now select the relevant blue box:, and then select. See below for an example of the messaging window. Once you have typed your message in the large text box, select. The claimant will then receive a copy of your message in their University inbox and the claim will return to them, as if they had saved draft without submittin it for checking and approval. myexpenses: approving a claim v3.0 August
5 myexpenses: approving a claim v3.0 August
myexpenses: claiming on behalf of
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