Student Expenses Claims and Advances Using T1

Transcription

1 Student Expenses Claims and Advances Using T1 Contents 1. Student Expenses Claims Creating and Saving a New Expense Claim Adding the Budget or Project Code Adding the Expense Items Adding an Image of the Receipt Finding and Editing a Rejected Claim Amending Information Such as Dates or Amounts or Adding a Receipt Changing the Type of Expense Item Changing the Budget or Project Coding on a Rejected Claim Locating a Completed Form Printing a Completed Form Student Advance Payments

2 1. Student Expenses Claims Before You Start Before completing a claim for any expenses you have incurred, you should know: You can only claim expenses you have legitimately incurred yourself on behalf of the University. You must not submit an expense claim on behalf of anyone else. Claims must be submitted as soon as possible after the event and within a maximum of 90 days. Who has given you permission to claim this expense you will need their name, department and contact details. What budget or project code is to be used for the claim ask the person who organised the event to give you the coding information. You ll need to know: Is this a budget or a project code? What is the code s name? What is the code s number? For project codes only, does it relate to an EU grant? How many - you can use two or more budget/project codes on the same claim form or split the cost of an item across different codes. Where the receipt is for each expense item you will need to upload an image or version of the receipt that includes the VAT information (for UK expenses) onto the claim form. You must keep all the original receipts until your claim has been approved. If the claim relates to an EU grant, then the original receipt(s) will need to be stored by the University and you will need to send these to this team with a printed copy of your approved expenses form. How much you are allowed to claim read the University s Expenses Policy for full details. Which bank account your claim will be paid into all approved claims are paid by BACS into the bank account on your student record. You should speak to the SID team if your bank details are wrong before submitting the expense claim form. When to expect the funds approved claims are sent from the University s bank once a week on a Wednesday and take around 2-3 working days to arrive in a UK bank but may take longer to a non-uk bank. Further help is available from the SID desk. 2

3 How to Log in to T1 and Find the Expenses Function Technology One (also known as T1), is the main finance system for the University of Exeter. This system is used to create, approve and pay staff and student expense claims and advances. It goes live on 1 st August 2018 and all previous expenses systems can no longer be used from this date Click on the Log on with University of Exeter button and enter your single sign-on username and password in the box that appears. 2. Do NOT use the User name or address and Password grey boxes. If your sign-on does not allow you to access T1, contact the SID team to get the correct permissions set up. Please note this can take up to 24 hours After signing in you will arrive at the Home screen for the system. The Travel & Expense function is located on a different page - click on the My tab at the bottom left of the home screen to find it. 3

4 4 4. Click on the My Travel & Expenses tile to open up this function. 4

5 Creating a New Expense Claim Creating and Saving a New Expense Claim Once open, click on the orange + Add button. 6. Then choose the Expenses Template option. This creates a blank form that is used to record the information about the expense claim and to store images of the receipts

6 7. In the Details area of this section, enter a description of the claim, up to 40 characters. This should include: your name the event name For example John Smith Field Trip to Wales 8. Enter the reason for the claim, up to 200 characters. Give as much detail as possible, such as: The department or team that organised the event Event leader s/organiser s name Why you incurred the expense For example Geography department field trip to Pembrokeshire Coast, led by Prof Anne Jones. Claim for taxi fare from accommodation to train station for return journey to Exeter as no public transport available. 9. Enter the start date of the event. This could be a date in the future if you wish to claim for an item that you have already paid for but the event it relates to hasn t happened yet. For example, you can claim for a rail ticket as soon as you have bought the ticket even if this is before you have taken the journey. 10. The system will default to show the start date here too as it assumes that the claim occurs on a single date. If you are claiming for items that were incurred over more than one day, change this to the last date of the expense event. 11. Ignore the remaining field in this area of the form as these boxes are not required. 6

7 1.3.2 Adding the Budget or Project Code Now expand the Default Dissection area of the form by clicking on the arrow to the left of it Click in the Item Code box and type in the code you were given by the event organiser. Check that this code matches EXACTLY the code you were given. The name of the code will be shown in brackets after the number. 7

8 Once the code and event details are correct, click the orange Save button on the top right of the form The claim is now saved as a draft in the finance system and has been allocated a claim number. 16. The right hand side of the screen shows a summary of all the information you have entered so far. This view is updated each time you add in more information and click the save button, so you can easily check what you have included so far. 17. To start adding in the details of the expense item(s) for this claim, click the Expenses tab on the left side of the screen. 8

9 1.3.3 Adding the Expense Items In the Expenses tab, start by clicking the Add button and choose the relevant type of expense from the drop down list: 19 9

10 The next screen you see will be tailored to the expense type you have just chosen. 19. Here we will demonstrate how to claim for a taxi fare by selecting Travel UK Any fields that must have information entered are marked with a *. 20. Enter the date that this item was paid for, i.e. the date on the receipt. 21. Choose the exact item type from the list given in this drop down menu. In this example, we ll select Taxi. 22. If this expense is to be claimed against a project budget, select Yes. Otherwise, select No. The person organising the event will be able to give you this information. 10

11 23. Select the payment method as follows: Pay Employee for the money to be paid into your bank account. Pay via Purchase Card for an item was that paid for on your behalf by a member of staff using a University purchase card. Pay via Employee Advance use this option when reconciling an advance. See Section 6 for full details of how this option is used Give details of the starting point of the journey. 25. Give details of the end point of the journey. 26. Give any other relevant information about this expense item If the expense relates to an EU grant, select Yes. This information should have been given to you by the event s organiser when confirming the budget or project code to be used on the form. 28. Select Yes or No to confirm if you have the receipt for this item. Please note claims without receipts are only accepted under extraneous circumstances. 29. If no receipt, select the relevant reason from the drop-down menu: 30. Enter the currency of the receipt, from the drop-down menu. 31. Enter the total amount shown the receipt. For example, enter if you paid 250 US dollars and the system will convert this into the equivalent GBP amount. 11

12 1.3.4 Adding an Image of the Receipt Now select the Add button to upload an image or of the receipt. Make sure the receipt includes the VAT information, for expenses incurred in the UK. Remember you will need to send the original receipt off for storage if this claim relates to an EU project. See Section 4 for how to do this. Select the Add from local drive option and select the receipt image or from where you have stored it Once added, your receipt image or will be shown here. 34. If you added the wrong receipt in error, you can delete it using this button. 12

13 Once all the information has been entered correctly, click the Save button Once saved, a summary of this expense item is now shown, along with the equivalent GBP value. 37. If needed, use the orange buttons to edit this item or delete it entirely. Repeat steps until all the expense items you wish to claim for this event and this cost code have been added. Any items for the same event but to be claimed against a different cost code should be submitted on a separate form. Only one cost code can be used per form. 13

14 Submitting the Form for Approval 38 When fully completed, the form needs to be checked and approved by a member of staff. You do not need to know who to send it to as the system sends it automatically to the designated person or team who approves claims for the budget or project cost code you entered. 38. Send the form for approval by clicking the Submit button This message will appear at the top of your screen to confirm it has been sent for approval. 14

15 Checking Whether a Claim Has Been Approved and Paid As soon as your claim has been approved, you will receive an confirming this. Or you can use the T1 system to check up on the status of your claim: 40 Open the Travel & Expenses function, as per steps 1-4 in Section 1.2 of this document. 40. All previous claims you have created will be listed here The right side of each claim shows its status: DRAFT = you have created a claim form but not completed it or submitted it for approval. APPROVE EXPENSES = you have submitted your claim form for approval but it has not yet been approved. AWAITING PAYMENT = your claim has been approved and will be paid from the University s bank to yours in the next payment run. The payments are made on a Wednesday by BACS and usually take 2-3 working days to arrive in a UK bank account but may take longer for a non-uk bank account. COMPLETED = the payment has been sent from the University s bank. REJECTED = your claim has been rejected by the approver. Please see Section 1.8 for what to do in this circumstance. 15

16 How to Resolve a Rejected Claim Finding and Editing a Rejected Claim If your claim is rejected, you will receive an confirming this and will be able to view the reason for the rejection by opening the form in T1. A rejection will look like this: The header of the will confirm your expense has been rejected. 43. To view the rejected form in T1 and any message about why it was rejected, click this link in the . 16

17 Or to locate the form in T1, follow steps 1 and 2 in Section 1.2 of this form to log into T Once at the Home page, click on the My Tasks tile, not the Travel & Expenses tile. 45 REJECTED Click on the rejected form to highlight it. 46. Then click on the Process View area to see what comments the rejector has added. 17

18 Click on the Approve Expenses line to open it up and see what comments were made. In this example, the claim was rejected as no receipt had been attached. 48. To open up the claim form so it can be edited, click on the orange menu button and select Open T&E Document Amending Information Such as Dates or Amounts or Adding a Receipt Select the Expenses tab. 50. Click on the Edit button to open up this expense item and amend any of the information needing changed such as the date, narrative, amount or attach the receipt. (See Section 1.6 for details on how to attach receipts). 51. Once the receipt is attached and any other information errors corrected, save all your changes and use the Submit button to send the claim for off again for approval. 18

19 1.6.3 Changing the Type of Expense Item If the claim was rejected because the expense was classified as the wrong type (for example, Accommodation UK was selected and it should have been Accommodation Overseas ), then this line of the expense must be deleted and re-added Click on the orange menu button and select Delete. Then confirm you wish this line of the expense to be deleted. 53. Then select the Add button to add in the correct type of item. See Section 1.5 and 1.6 for details of how to do this. 54. Once all the correct information has been added, save the changes then Submit the form for approval. 19

20 1.6.4 Changing the Budget or Project Coding on a Rejected Claim If your expense claim is rejected because you had the wrong budget or project code on it, the first thing to do is contact the event organiser to find out the correct code. Once you have the correct code confirmed, locate and open your claim form as in Section Select the Document Details tab. 56. Then click on the Default Dissection area of the form to expand it. 57. Click the Edit button. 58. You will now be able to amend the coding. Click in the Item Code box and overtype the information in there with the correct code. Then click the Save button that will have appeared. 59. Now click the Submit button to send your form off for approval. 20

21 EU Project Expenses Printing and Storing the Claim Form and Receipt If your expense claim relates to an EU project, then it is a requirement of the funding rules for this type of project that the original receipt must be retained by the University. In order to do this, you will need to print off a copy of your claim form, AFTER it has been approved, attach the original paper receipt to it then send it off for storage Locating a Completed Form Sign in to T1 and open your My Travel & Expenses function see Section 1.2 for the step-bystep guide to doing this You can locate your completed claim form in a number of ways: 60. By searching using the claim name or number. 61. By clicking the filter icon and selecting a status of Completed to see all your completed claims. 21

22 1.7.2 Printing a Completed Form Once you have found the correct claim, click on it to highlight it. 63. Now move your mouse over to the right hand view of the form and click the icon that appears. This will let you view this form in a separate browser window The form is now displayed in full. 65. It can be printed using the browser menu/printing options. Once printed, attach the paper receipt(s) to the claim form and send them in a sealed envelope to: Research Services EU/International Team 22

23 Using Two or More Budget/Project Codes on the Same Expenses Claim You may be asked to split the cost of your expense items across different budget or project codes, or you may have been asked to cost different types of expenses to different budgets or projects. This section explains how to change the coding on your claim In order to do this, start by creating an expenses claim as shown in Sections 1.1 to

24 Add in the budget or project code for the first item, as shown in Section Then add this item s details onto the form as shown in Section Use the Narrative field to explain why the value of this item is different to the value on the receipt. 24

25 If this item s cost is to be split across different budget or project codes, then only enter the value that is being covered by this first budget/project code Attach an image of the receipt, as shown in Section Once all the details have been entered about this budget/project code item, save this expense line. Continue to enter all other expense items to be claimed against this budget/project code, remembering to save each one. 25

26 You will now be able to see the running total you have entered so far on this form. 74. Now click back on the Document Details tab. This will allow you to enter the second budget/project code for your next expense items or for the remainder of a split first item Enter the second budget/project code s number in the same way as previously shown in Section 1.3.2, in the Default Dissection area of this tab A field called Update existing dissections will now appear select the No existing document lines option. 26

27 Now click back on the Expenses tab and click the Add button. Enter the second expense item s details (or the remainder of the first item if the cost was being split), as previously shown and save the item. Continue to add in any other expense items for this budget/project code The right hand side of the screen now shows all the codes and amounts you have entered so far. In this example, a project code (starts with PJ) was entered first for expense items totalling and then a budget code (starts with GL) was used for expense items totalling 38. You can continue to add in as many different budget/project codes in this way, as needed. Once you have added on all the expense items you wish to claim for, submit your form for approval as shown in Section 1.4. The form will be sent simultaneously to the members of staff responsible for approving expenses for the budget and project codes you have entered. You can check the status of your claim and who it was sent to as shown in Section

28 2. Student Advance Payments Information about Advances There may be times when you need to pay for a University-approved expense but would prefer to have the funds in advance. The most common reason for an advance is to cover expenses that will be incurred during a trip overseas or for an extended period of time. Advances are not normally given for less than 100. More details of the terms and conditions for advances are on the University website here. The process to request an advance is similar to setting up a new expenses claim and you will need to know the following information before you start: Who has given you permission to request this advance you will need their name, department and contact details. Which member of University staff will be authorising the advance. What budget or project code is to be used for the claims that will make up this advance ask the person organising/leading the event to give you the coding information. You ll need to know: Is this a budget or a project code? What is the code s name? What is the code s number? For project codes only, does it relate to an EU grant? Which bank account your advance will be paid into all approved claims are paid by BACS into the bank account details held on your student record. You should speak to the SID team before making an expense claim if you have changed banking details but have not yet informed the University. When to expect the funds approved advances are sent from the University s bank once a week on a Wednesday and take around 2-3 working days to arrive in a UK bank but may take longer to a non-uk bank. If the advance is needed urgently, contact the Accounts Payable team who may be able to process an approved advance by Faster Payment (usually same or next working day). You cannot start to spend against an advance until it has been approved and you have received the funds. After an advance has been issued to you, you will need to complete and submit an expenses form in T1 with the details of every item that makes up the advance. This form must be completed within three months of the end date of the advance. This also means you must retain all the receipts for these items as their images will need to be attached to the form. If an advance is overpaid to you, then you must return the remaining funds to the University contact the Accounts Payable team for advice on how to do this. If an advance is underpaid and you need to claim additional funds, then you can include this on your expenses claim form as needed. 28

29 Requesting a New Advance Log into T1, as shown in Section 1.2, steps 1-4 and open your My Travel & Expenses function Once open, click on the orange + Add button. 2. Then choose the Advances Template option Once the form opens, a warning message may appear at the top of the screen about exchange rates - this can be ignored. 4. Enter the name of the person requesting the advance. 5. Give the start and end dates of the event/trip that the advance will cover. 6. Complete the narrative field with as much information as possible, including: The name of the event/trip The location of the event/trip 8 29

30 The name and contact details of the member of staff organising/leading the event 7. Enter the total amount requested. 8. Choose which staff member will be approving this request from the drop down list. The list contains the name of every manager within the University, so start typing any part of their first or last name and the system will narrow down the list to match to what you ve typed. 9. Once all the information has been entered, click the Save button. 10. Now add in any relevant attachments. For example, quotes you ve received or screenshots with train ticket prices. See Section for details of how to do this Once saved, your request will be allocated a number. This will show in the top left of the screen under the name you have given it. It will also show the status of the form. In this case, Draft as it s not yet been submitted for approval. 12. Now click the Submit button. You will get the following system notification: This confirms that the form has successfully been submitted to the manager you chose on the form. 30

31 Approval and Payment of Your Advance Request Your Advance request will appear in the named manager s own task list within T1 immediately. They will also be notified of your request by . Once they have considered and approved your request, it will then be sent to the Accounts Payable team for a final review. Once the AP Review has approved your advance request, you will receive confirmation of this by and you can also check the status of your request from within T If you want to check the status of your request at any point, you can do this using the Approval History tab that appears on every form after it has been submitted. 14. Click on any of the grey banners to expand them and see who has been dealing with that stage of your request. 31

32 Tracking the Status of Your Advance The main page of your My Travel & Expenses function will list all your advance requests and expense claims and indicate what stage each is at: Advance requests are indicated by a yellow icon. 16. Expense claims are indicted by a green icon. 17. The right side of each item shows its status: DRAFT = you have created a form but not completed it or submitted it for approval. APPROVE ADVANCE = you have submitted your form for approval but it has not yet been approved. AWAITING PAYMENT = your claim has been approved and will be paid from the University s bank to yours in the next payment run. The payments are made on a Wednesday by BACS and usually take 2-3 working days to arrive in a UK bank account but may take longer for a non-uk bank account. AWAITING RECONCILIATION = the payment has been sent from the University s bank and you need to submit the relevant expense claim forms to be reconciled against this advance. The available amount is the amount that has yet to be reconciled. The total is the full amount that was advanced. COMPLETED = the advance has been fully reconciled to approved expense claims. REJECTED = your claim has been rejected by the approver. Please contact the approver to discuss what else is required. 32

33 Reconciling Your Advance with Expenses Forms The full amount of your advance must be accounted for (reconciled) using an expenses form. If you have multiple expense items to be reconciled to the advance, then you can complete as many separate expense claim forms as needed using different budget/project cost codes as needed. Completing this type of expense claim form is almost exactly the same as shown in Section 1 of this guide. The only difference is the advance details needs to be confirmed against each of the expense items: The Payment Method must be changed to Pay Using Employee Advance. This option is used for staff and student claims, though the wording only mentions employees. 19. The Associated Advance Document box will now appear - this is a list of your approved advances. There will usually only be one advance in the list at any one time. Select the relevant advance you wish to enter these expenses against by clicking on it. 20. Continue to enter the rest of the expense item information as shown in Sections and 1.3.4, then click the Save button. When fully completed, submit for approval as shown in Section

34 Underspent Advances If you do not spend the full amount of an advance, then the remainder of the money you received must be repaid to the University. Complete an expense form, selecting the advance document number, for the number of expense items you incurred. Then contact the Accounts Payable team to discuss how and to repay the remaining money. They will adjust the information held about the advance to reflect that it has now been accounted for in full, and its status will then show as completed once this has been done. 34

35 Overspent Advances If you think that you may spend more than the advance you have received, then you should contact the event organiser or budget holder of the budget/project that is paying for the expense items to discuss this. Where possible, you must try to do this before incurring the additional expenditure. If the event organiser/budget holder agrees to reimburse you, then create an expense claim and add in the expense items, as shown in Sections 2.5 and 1.3, up to the total amount of the advance. For the additional amount above the advance limit, continue to add expense item(s) to this same claim and select the payment method of Pay Employee for each additional line added. Use the Narrative field to give details of the circumstances for this extra expenditure. Remember to attach images of the receipts. Example: An advance of 1000 has mostly been accounted for with a previous expense claim that has already been submitted and approved. The advance has remaining. But this person needs to claim for one final expense item against this advance - accommodation which cost A new expense claim is created with the dates of the event and information about it, as shown in Section An expense line is added with the payment method os Pay via Employee Advance for the remaining amount of A second expense line is created with the same expense type as the first (Accommodation UK) but this time the payment method is Pay Employee. The same information about the dates, location and reason for the expense is entered, but the total for this line is the extra amount over and above the advance limit The narrative section is also used to record who authorised that this additional amount could be repaid. 23. The total claim shows as Once approved, this person will receive via BACS into their bank account and their 1000 advance will show in T1 as complete as the full amount has now been accounted for. 35