Your step-by-step Selima Start Up Guide

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1 Your step-by-step Selima Start Up Guide To set up your Selima account you will need: , bank account details, car reg, make and model if applicable. Logging on & Account Set Up You will then arrive at the Home page Enter the username and password you have been given, remembering they are case sensitive. If this is your first time logging on you will be given the option to change your password to something more memorable for you. Passwords will not expire or require updating unless you choose to. By clicking the Remember me box you will save password to avoid having to type it in every time you revisit the site. The initial password you are supplied with remains active for 3 months, after this you will need to reset by clicking Forgot Click Self Service, then select Profile from the drop down bar. Adding Personal & Bank Details (Self Service / Profile) You will then arrive at the screen below The screen will open in the Personal tab here you can edit personal information and change your password, click the blue Edit button in the top right corner to do so. To add bank details click Bank from the menu on the left hand side, once the Bank screen opens click the blue Edit button in the top right corner. Ignore all other menu headers.

2 Add your account details to the relevant fields, then click Save. Now your personal and bank details are complete, it s time to add your vehicle. To navigate from the Bank Details page; Click Self Service Click Expenses Adding a Vehicle (Self Service / Expenses) In the Vehicles box on the right hand side; Click Add This box will then appear Enter vehicle registration and boxes marked with a red star * Click Save. To add more than one vehicle simply repeat process. MOT & Insurance You are not required to complete this.

3 Claiming for bicycle journeys To give you the option to claim for bicycle journeys click Use Bicycle. Above the Vehicles box you will see a Driving Licence Info box, you are not required to complete your Driving License details on Selima. For volunteer roles which do include driving as part of the role (not just getting to and from) appropriate information will have been captured through your Registration form. Creating a mileage claim (Self Service / Expenses) There are a couple of ways you can do this, either; Click Mileage (you ll then need to add the date you wish to claim for) or Click the + button in the date for which you want to claim for (this automatically adds the date for the claim). Either option will bring up this screen Add date if not auto-filled. Select vehicle used. Enter reason for travel and any other info requested by your Task Manager such as number of hours volunteered. You then need to enter the Journey details, if you know the postcodes for your locations click Enter journey details, if not, click Unknown Postcode

4 Enter journey details Enter starting point postcode under My Locations and click Add. The first half of a postcode will also be accepted if exact postcode is not known. The grey text underneath will show location details for that postcode, if correct, click Add again and the location will appear below. To save the location click the save icon, give the location a name and click save again. Once you have saved a location it will then be available in the My Locations drop down menu for future use. Repeat, with the postcode of where you were travelling to. Once two locations are entered you will be given the option to Return to Start for a standard return journey. For a journey with mulitiple calling points continue to add location postcodes as in last slide. Selima calculates journeys using bing maps, you can check the route it has identified by clicking Map. If the mileage is incorrect for your route you can click and alter the details in the Miles Claimed box. You can save a regular journey into your Favourites by clicking Memorise Journey, then give the journey a name and click Submit Once all journey details have been entered and you are happy with the claim click Save Unknown Postcode If you don t know the postcode for the location you visited click Unknown Postcode as shown 3 slides previously, and click to enter mileage manually. Save as described previously.

5 Your journey details have now been saved - but have not yet been submitted. Creating an Expense Claim (Self Service / Expenses) In addition to mileage you may also have additional expenses such as public transport costs, parking receipts and costs for miscellaneous equipment as required for your volunteering. These costs should be agreed upfront with your Task Manager and wherever possible overnight accommodation should be booked using Redfern. Receipts should be available for all claims. As with Mileage claims click either Expense or + on calendar, Expense Complete all category s marked with a red star * You can view our expenses policy here for clarification of what can & can t be claimed. If you select a receipt as evidence this box will appear, click to attach scan or photo of receipt if saved on computer. Favourites & Duplicating a Claim Once complete and receipt has been attached click Save. It will now appear in the Unsubmitted box. You can save regular journeys and locations as favourites to speed up future claims but they will not show up on the Expenses home screen until they have been starred. To do this follow the guidance below. Click either Favourite Journeys or Favourite Locations and Show All. Then click on the star for the journeys / locations you want to see on your Expenses home page. They will show up on your Expenses home page soon after.

6 To duplicate a claim simply click on the one you want to copy in the calendar, click duplicate and edit details as appropriate. Recalling a Favourite Journey Once you have starred some favourite journeys (see above) click the Use button for the ones you wish to replicate. You will still need to add date and description. For favourites not starred click Favourite Submitting Mileage and Expenses Claims (Self Service / Expenses The Unsubmitted box keeps track of the claims that have yet to be submitted, and a cumulative total of miles travelled. Found top right corner of expenses home screen. When you wish to submit your claim to your Task manager click Submit Claim. This screen will appear You can remove any claims you don t want to submit yet by clicking on them, this will update the total at the bottom. Add a description, such as September s expenses Check the approver is correct (usually your Task Manager). If this information is incorrect please let us know by ing volunteer.expenses@canalrivertrust.org.uk or calling (option 2). Click Submit, you will then be asked to confirm submission before your claim is sent through to your Your claim has now been submitted you will receive an to confirm when it has been approved or rejected. Help & Support The Need a Hand? tab can be found at the bottom left corner of every page, here you will find short demonstration videos guiding you through the Selima system.

7 Volunteering for more than one role If you carry out more than one role, managed by different people, you will need to submit your claims to the appropriate approver. Your Selima account will be set up for the first role you started with the Trust and so we need to be notified about any additional approvers (either by yourself or your Task Manager) using the phone number or below. To choose the appropriate approver for a claim enter your account as usual (see above), then click To choose the appropriate approver for a claim enter your account as usual (see above), then click the approvers name. Your default approver will have a green briefcase symbol next to their name, to change click on the approver you wish to send your claim to. This text box will appear, click Confirm. By adding an additional approver this sets up a new account within Selima, as such you will need to go to Profile and enter bank details and Self Service to add vehicle details. Favourites and existing claims for other volunteer roles will not show on this page. How long until I receive my expenses? If your expenses have been signed off by your approver by Friday afternoon on the week of submission they should appear in your bank account the following week. You will receive an to confirm when they have been approved. For any further support or feedback please call or us (manned during office hours) volunteer.expenses@canalrivertrust.org.uk Please note Please continue to inform your Task Manager of the number of hours you have volunteered The personal details you supply to Selima are held securely with them, please let us know of any change of address so we can update our records at the Trust accordingly. The initial log in details you receive will expire after 3 months if not used. To add or remove a Task Manager please contact us by the phone or above Thank you for using Selima!

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