myexpenses: claiming on behalf of

Transcription

1 Department Of Finance. myexpenses: claiming on behalf of A web based, self-service guide for university employees inputting an expense claim in myteam on behalf of another employee

2 Introduction You may input expenses on behalf of another employee, where the relevant department has agreed that it is appropriate. When an expense claim has been submitted in this way, the claimant will need to review and confirm that the claim is correct. The claimant will be notified of this requirement via . myexpenses can be used to submit and amend an expense claim form, which once checked and approved is refunded through the monthly payslip of the employee in question. Before entering the claim, ensure that you have: checked that any claim for expenses satisfies all the criteria as per the University s Financial Regulations: details of the dates that the claim covers, together with original itemised proof of purchase. Credit or Debit card slips will not suffice as this is an HMRC requirement that must be complied with checked that no debit/credit card details, e.g. 16-digit card number or 3- digit security code, are shown/included in any attachment details of all persons that the claim covers the departmental cost codes, or WBS element (research grants etc.) that the claim needs to be charged to Clear scanned electronic copies of all your receipts to be claimed, examples as per the link : After saving your claim, attaching receipts and submitting the claim, it will then be checked and approved by the appropriate members of staff in the department. If you have all of the relevant information and scanned electronic copies of the receipts, please continue to submit your claim as follows: To start the myexpenses claim: Log into MUSE as you would for access to myjob / myteam / e-recruitment. PLEASE READ: if claiming mileage only, follow steps 1 to 3.14 if claiming for expenses not related to mileage, complete sections 1 to 5, but then ignore sections 3.6 to 3.14 and proceed to step 4.0 if claiming for expenses and mileage together, follow steps 1 to 3.10 then proceed to step 4.0. Step 5.0 shows two different options to attach scanned receipts Once the claim has been paid via the claimant s payslip DO NOT go back in to change the claim. If there are further receipts to claim, do so by creating a new claim with a different date. Only one claim per date range can be submitted.

3 1. Select Expenses on behalf of Initial set up steps the first time you use Expenses on behalf of The web page presents a table of people to select from, in order to enter expenses on their behalf. This table can be populated in one of two ways: a) If you have a myteam role, you can have the table automatically populated with the people you re responsible for by choosing the relevant code. b) You want to enter expenses for an ad-hoc group of people, rather than everyone. In this case you can pick the personnel numbers of the people and add them to the list one by one. Once the table is populated it will remember the people from one login to another so you don t need to worry about doing this each time.

4 Start by selecting the Define how the table is populated button. The Personalization page includes guidance on how to complete the form. a) myteam users only Selection by Organisation Structure If you wish to have the table automatically populate from the Organisation Structure and have a myteam role, enter H in the Selection By field, then select the Organisation Structure tab. The code needs to match your myteam role. E.g. ZHRALL for myteam (Admin) or myteam (HR). Use code ZZ_EMP if you have the myteam (Head) role, or ZMNALL if you have the myteam line manager role.

5 To see which roles you have been assigned look at the portal tab strip at the top of the page. e.g. In this case the user has myteam so would use code ZMNALL. In this case, the user has myteam(hr) so would use code ZHRALL. Once you have chosen the correct code, press Save. On returning to the previous page using the Back link in the top right of the page, you should see the table populated with the same team list as you see throughout myteam. N.B. You also still have the option to switch to maintaining an ad-hoc list of people instead. b) Selection by ad-hoc personnel numbers If you wish to select by ad-hoc personnel numbers, simply enter P in the Selection By field, and select the Save button to save this preference. Please note if you choose this option, you won t be able to switch to the myteam Organisation Structure approach. On returning to the previous page using the Back link from the top right of the page, you should see the following: The Define how the table is populated button is replaced with buttons to add and remove people from the table as you need them.

6 Selecting Add Employee(s) opens a small pop-up. If you know the personnel number you can key it into the box, otherwise select the icon to the right of the field to search for the person by name. 2. Select Create New Expense Report Once you have clicked on the line of the employee you wish to input expenses on behalf of, select the Create New Expenses Report. (You may have to wait for the screen to refresh)

7 3. Enter your claim details 3.1 General data: Enter the start and end dates relevant to the expenses The range of dates used will block out all the days in between so other claims cannot be made in that period. Use a shorter period if need be. For costs paid in advance, do not enter future dates; instead, enter the booking/payment date NB: To use the complete steps 3.1 to 3.6 first and then 3.2 NB: only change the departure and arrival options if your travel started and/or ended at home button here, you will need to at the bottom of 3.3 Destination: Choose the relevant country/region from the drop down box and then enter your destination 3.4 Additional Information: Enter the reason for your expenditure. For conferences, enter the title of the event 3.5 Cost Distribution: Cost Distribution codes are unique to each department. You should already know which code is relevant to your claim. If not, please contact the appropriate person in your department. Continue to point 3.5.i on the next page to enter the correct Cost Code, if you know it, by selecting 3.6 if you are not claiming for mileage, go to step 4.0 Mileage: If you are claiming mileage enter the total distance for the journey. For Vehicle Type, leave as casual user unless the mileage is specifically for: Bicycle, Motorcycle, or you have been told it is for taxable car mileage, lease car mileage, or taxable motorcycle. If this is the case, select the relevant Vehicle Type using the dropdown box. If Bicycle, Motorcycle, or taxable Motorcycle choose the relevant vehicle class, otherwise leave as ALL Cars. Continue to step 3.6 by selecting

8 3.5. i Cost Distribution Code Funding type: from the drop down facility, choose the correct funding type. You should already know if your funding type is a Cost Centre or a WBS Element. If you are unsure, please contact your departmental checker 3.7 Mileage select yellow highlighted line 3.5.ii Select the relevant Cost Distribution Code from the drop down facility, or by entering directly. Select and then press

9 3.7 Mileage select yellow highlighted line 3.8 Use the Comments box to list any passenger information, or to explain any unusual circumstances e.g. using a different route due to bad weather conditions/roadworks. NB: if you have missed putting in mileage from the previous screen, you can enter it in now. Additionally, you must also enter the Start/End Location Following this, select 3.10 Mileage details: If required, select and enter the details of your other journeys and Then, select. 3.9 If this journey needs to be coded to a different Cost Centre or WBS Element, click on as shown by step 3.9.i (Adding cost Distribution to a mileage line)

10 3.9.i Adding Cost distribution to a mileage line (If different from Code entered at 3.4) Funding type: from the drop down facility, choose the correct funding type. You should already know if your funding type is from a Cost Centre or a WBS Element. If you are unsure, please contact your departmental checker 3.11 Mileage only claims: select Mileage only claim ii Select the relevant Cost Distribution Code from the drop down facility, or by entering the Code manually. Select and then press 3.11 Mileage only claims: select Mileage Only Claim 3.12

11 To complete your claim, select Alternatively, should you wish to save your claim and return to it at a later date, select IMPORTANT: You must to start the approval process 3.14 Display/Print Expense Statement IMPORTANT: It is advisable for your own reference that you print this statement and keep with your original receipts. Your Departmental Checker may also need a copy and/or your original receipts depending on your department s Checking and Approving processes. See step 5.0 to attach clear, scanned copies of receipts.

12 If claiming mileage only, the process has now been completed For claims including receipts: 4.0 Select Enter Expense Receipts 4.1 Select New Receipt

13 4.2 Enter the claim details as per the receipts that you are providing 4.3 Select your Expense Type from the drop down box 4.4 Receipt Amount: this must reflect the amount shown on the receipt 4.5 Receipt date: enter the date as shown on your receipt. Change the default date if required 4.6 Tax Code (VAT): input the correct code if known, otherwise your checker will change the VAT Code where necessary Start Date and End Date: are required for some Expense Types. Where necessary, enter the dates shown on the receipt Business purpose: this will default from what was entered in the Additional Information tab. You may change it if required Participants: for some Expense Types, you will be presented with a participant s option. If necessary, select and a new screen will appear where you must enter the names of all people involved in the claim. To do this, enter the first person and select if more than one participant. Then select No. of employees/guests: this will show for some expense types. If so, these fields must be completed Comment: add any additional information that you think is relevant to your claim Foreign Currencies: if you wish to make a claim in a foreign currency, please select Receipt Currency and choose the relevant option from the drop down facility. The appropriate exchange rate will be calculated automatically according to the rate at the time of claiming If you are only entering one receipt select. Alternatively, if you are entering a number of receipts select by following steps 4.3 to 4.6 again To proceed, select

14 4.7 Save and Send for approval To complete your claim, select Alternatively, should you wish to save your claim and return to it at a later date, select IMPORTANT: You must to start the approval process To complete your claim, select Alternatively, should you wish to save your claim and return to it at a later date, select IMPORTANT: You must to start the approval process 4.8 Display/Print Expense Statement IMPORTANT: It is advisable for your own reference that you print this statement and keep with your original receipts. Your Departmental Checker may also need a copy and/or your original receipts depending on your department s Checking and Approving processes. See step 5.0 to attach clear, scanned copies of receipts.

15 5.0 Attaching Receipts There are two ways to attach scanned receipts: 5.1 Option i Before starting your claim, ensure you have taken clear scanned copies of your receipts and saved the scanned files. You may find the following link useful: ii When you have completed the first input screen as per steps 1.0 to 3.6 and you have saved as a draft (by saving a draft at this point, the system then has something to attach the scanned documents to), Click on the Attachments button near the top of the first input screen: 5.1.iii The following pop up screen appears, click on Browse to choose your pre-saved file: 5.1.iv When you have chosen the correct file, click to add on the attachment:

16 5.1.v The following pop up screen appears showing how many attachments and the title of each file. Clicking on the file will open up the scanned document. A quick check is needed here to ensure it is the correct file and all the receipts are correct, clear and legible. Top Tip: More than one receipt can be scanned at any one time. The example here is in an A4 page layout, but if using a scanner, the receipts can be placed to use the larger A3 format. Repeat steps 5.1.iii to 5.1.v if required, then continue from step Option i Before starting your claim, ensure you have taken clear scanned copies of your receipts and saved the scanned files. You may find the following link useful:

17 5.2.ii Complete Steps 1 and 2 and the following screen should appear with your list of any previous on-line expense claims. This column shows if there are any attachments on previous claims. It is this area that you use to complete Option 2 but Steps 1.0 to 4.8 need to be completed first to create a claim line to attach scanned receipts to. 5.2.iii Once you have completed Steps 1.0 to iv Press the Overview button at the top of the page

18 5.2.v Press the button to access the list of your Expense Claims 5.2.vi Once your list of claims appears, press the the claim you need to attach receipts to button at the end of the row for 5.2.vii In the box that pops up, press the attach to your claim. button and choose the file you wish to

19 5.2.viii Once you ve found the file to attach, press will be uploaded and attached to the claim as shown here: and your attachment 5.2.ix You can repeat the two previous steps for any further attachments you may need to add to the claim.

20 Repeat Step 5.0 onwards if attaching further scanned files to the claim. Have fun submitting the claim!