Expense Claims Noddy Guide

Transcription

1 UKZN Expense Claims Expense Claims Noddy Guide User Guide Werner Viljoen 3/18/09 Version 1.2 Version 1.2

2 Contents ORIGINATOR (USER) STEPS SITE NAVIGATION NOTIFICATIONS AND ACTIVITY CREATING A FORM PERSONAL DETAILS APPLY FOR YOURSELF OR FOR SOMEONE ELSE TRAVEL CLAIMS SUBSISTENCE CLAIMS FOREIGN SUBSISTENCE CLAIMS OTHER CLAIMS SUBMIT YOUR FORM VIEWING YOUR FORM CANCEL A FORM EDIT A FORM USER FAQ AUTHORIZER (WHEN ANOTHER STAFF MEMBER APPLIES ON YOUR BEHALF) STEPS AUTHORIZE OR REJECT ITS REQUESTOR (ADMINISTRATOR) STEPS NOTIFICATIONS DOCUMENTS (ORIGINALS) REJECT REQUEST MORE INFORMATION VERIFY APPLICATION UPLOAD ADDITIONAL ATTACHMENTS LINE MANAGER STEPS NOTIFICATIONS APPROVE REJECT REQUEST MORE INFORMATION LEVEL 1 APPROVERS STEPS NOTIFICATIONS APPROVE REJECT REQUEST MORE INFORMATION

3 LEVEL 2 APPROVERS STEPS NOTIFICATIONS APPROVE REJECT REQUEST MORE INFORMATION ACCOUNTANT STEPS NOTIFICATIONS APPROVE REJECT REQUEST MORE INFORMATION FINANCE HELPDESK STEPS PROCESS GENERAL INFORMATION APPENDIX A NORMAL ROUTE APPLY FOR ROUTE

4 Originator (User) Steps Site Navigation To navigate to the web application please open any browser of your choice. An internet connection is required for this application to work. Below are the steps required to login to the system. 1. Navigate to the following web address You will be presented with a login screen as per the figure below. You do not have to type in bit 2. To login, please type in your UKZN AD credentials e.g. candycrusher6 3. You can select or deselect the Keep me logged in checkbox. This will automatically login you in when you visit this site again.

5 UKZN Expense Claims You will be presented with the landing page as per the figure below. Version 1.2

6 Notifications and activity The system will indicate via the notifications section if you are required to action any items. Your activity is also indicated using various graphs. Please see the figure below.

7 UKZN Expense Claims Creating a form 1. To create a form expand the Expense claims section and Click on New Claim Version 1.2

8 UKZN Expense Claims Personal Details 1. You will be presented with some of your own information. Please verify that everything is correct before you proceed with the application. If any information is incorrect. Kindly contact your HR manager. Version 1.2

9 Cost Centre selection The Cost Centre that you choose is very important. This will dictate the route your application will follow. The Administrator, Level 1, Level 2 and Accountant is based on this selection. 1. You can Select a Cost Centre that is linked to you and which normally falls under your department by clicking on the Cost Centre dropdown. 2. Should you not find the Cost Centre you require, choose the last option Other. This will allow you to choose another department, and load all the cost centre s linked to that department. Please see figure below Ensure everyone is setup properly on the cost centre you choose. This can get an application stuck in Limbo. Contact the cost centre owner if you are unsure.

10 UKZN Expense Claims Apply for yourself or for someone else 1. The default option is to apply for yourself. Please see figure below 2. You can change this by clicking on the Expense Claim for Myself dropdown and select Expense claim on behalf of someone else. a. You are required to enter a valid staff number. The application will route to this person for AUTORIZATION(Please see Authorizer steps) Version 1.2

11 UKZN Expense Claims Travel Claims 1. To submit a travel claim you need to click on the Add Expense button. You will be presented with an empty travel claim. a. Travel Route - There are predefined routes that you can select. Should you not find the one you require, click on Other, the last option in the list. Everything in Red is mandatory Certain items are readonly (Greyed out) Version 1.2

12 2. Completed Example You can collapse this item You can delete this item List of predefined GLA s from finance You can attach supporting documents

13 3. You can add multiple items per category(travel, Subsistence, Foreign, Other) Please see figure below

14 UKZN Expense Claims Subsistence Claims 1. To submit a subsistence claim you need to click on the Add Expense button. You will be presented with an empty claim. a. Subsistence Options - There are predefined options that you can select. Should you not find the one you require, click on Other, the last option in the list. Version 1.2

15 2. Completed Example

16 UKZN Expense Claims Foreign Subsistence Claims 1. To submit a foreign subsistence claim you need to click on the Add Expense button. You will be presented with an empty claim. a. Country Options - There are predefined options that you can select. Should you not find the one you require, click on Other countries not listed, the last option in the list. b. You cannot claim for a country more than once in a set period of time. c. The system allows you to complete partial claims. Thus you can claim 50% of this item now, and 50% at a later stage. The system will automatically create an IDLE claim for you. Version 1.2

17 2. Completed Example

18 UKZN Expense Claims Other Claims 1. To submit an Other claim you need to click on the Add Expense button. You will be presented with an empty claim. Version 1.2

19 2. Completed Example

20 UKZN Expense Claims Submit your form You will only see the submit button if you filled in all the required fields. You can click submit and the application will starts its route. Please see figure below. Viewing your form After submission, you will be presented with the figure below. You can view you application here. Version 1.2

21 Example of view and expense.

22 Cancel a form You can cancel your form if no approvals have been made. The cancel button will only be visible if no approvals have been made. Edit a form A User can edit a form when someone requests additional information. Only certain fields can be edited to avoid approval fatigue. If all else fails, you can cancel your application and start afresh. User FAQ 1. What happens after I complete my application? a. An will be sent to the next person or people in the process to action your request. 2. Can I delete an application a. No, you can only cancel it. 3. Where is my application, is it stuck? a. You can click on View ; this will show you the status of your application. Please see APPENDIX A for more details about the flow. b. IT IS YOUR RESPONSIBILITY TO TRACK/CHASE YOUR APPLICATION 4. When do I get paid? a. This is a process you can seek clarity on from Finance. As a general rule, if all approvals are done before 12h00 on a Wednesday, payment will be made on the Saturday of that week. 5. I need help, who do I call? a. The first point of contact is x What do I do with my originals a. Please send them to your designated staff member(its Requestor/Administrator)

23 UKZN Expense Claims Authorizer (When another staff member applies on your behalf) Steps Authorize or reject Should someone apply on your behalf, you will be required to Authorize the application. This ensures that you still take full responsibility for the claim. 1. The figure below is what the originator will see 2. You have 3 options when you are required to Authorize an application. Please see below figure as to what your action list will indicate 3. You have the following options a. Approve will send the application on the normal route and to your line manager b. Reject will stop the whole application Version 1.2

24 ITS Requestor (Administrator) Steps Notifications Please check the top corner if you are required to action any items. Alternatively, Your items list will look like the figure below should you have items to action. Documents (Originals) You are required to verify that for every attachment on the claim, you have a matching original. It is your responsibility to file the originals. When you verify the application, you will have to indicate at which campus you are filing the originals. All of this is for auditing purposes. Tip(Use the system generated reference number for your filing)

25 Reject 1. You can Reject an application by clicking on Reject. a. You will be routed to a screen asking you for the reject reason. You have to fill this in. The user will receive this reason as an . Please see figures below.

26 Request more Information 1. You can also request more information.

27 Verify application To verify an application, you will need to indicate that you have the originals with you. Upload additional attachments You have the ability to add attachments. Please click on the add attachments button. See figure below

28 Line Manager Steps Notifications Please check the top corner if you are required to action any items. Alternatively, Your items list will look like the figure below should you have items to action. You have 3 main option

29 Approve To Approve an application, click on approve. Please see figure below

30 Reject 1. You can Reject an application by clicking on Reject. a. You will be routed to a screen asking you for the reject reason. You have to fill this in. The user will receive this reason as an . Please see figures below.

31 Request more Information 1. You can also request more information.

32 UKZN Expense Claims Level 1 Approvers Steps Notifications Please check the top corner if you are required to action any items. Alternatively, Your items list will look like the figure below should you have items to action. You have 3 main option Version 1.2

33 Approve To Approve an application, click on approve. Please see figure below

34 Reject 1. You can Reject an application by clicking on Reject. a. You will be routed to a screen asking you for the reject reason. You have to fill this in. The user will receive this reason as an . Please see figures below.

35 Request more Information 1. You can also request more information.

36 Level 2 Approvers Steps Notifications Please check the top corner if you are required to action any items. Alternatively, Your items list will look like the figure below should you have items to action. You have 3 main option

37 Approve To Approve an application, click on approve. Please see figure below

38 Reject 1. You can Reject an application by clicking on Reject. a. You will be routed to a screen asking you for the reject reason. You have to fill this in. The user will receive this reason as an . Please see figures below.

39 Request more Information 1. You can also request more information.

40 Accountant Steps Notifications Please check the top corner if you are required to action any items. Alternatively, Your items list will look like the figure below should you have items to action. You have 3 main option

41 Approve To Approve an application, click on approve. Please see figure below

42 Reject 1. You can Reject an application by clicking on Reject. a. You will be routed to a screen asking you for the reject reason. You have to fill this in. The user will receive this reason as an . Please see figures below.

43 Request more Information 1. You can also request more information.

44 Finance Helpdesk Steps Process You will receive an to process the application. You will need to type in a final message. Once the expense has been captured on ITS. Use the ITS ref number in the comments box.

45 UKZN Expense Claims General Information The system will allow users to apply from one cost centre per expense claim application. You can have multiple line items per claim category (Travel, Subsistence, Foreign Subsistence, Other) Copies of original supporting documents should be scanned and uploaded onto the system as attachments. Each department must identify and nominate an administrator who will receive the original documents. The administrator is responsible for the filing of the original documents and should have the documents readily available for audit. Users can view the status of the application on the top left corner of the claim. An will be sent to the roles responsible for the next step as the application progresses. Users will receive a final stating that the application has been successfully processed. The system does not allow a user to approve their own claim. Accounts payable will download the report of all claims that have been finally approved on Wednesday each week at 12h00. Note: Any mileage claimed should be rounded up or down as follows: If mileage is.4 km and below it should be rounded down and.5 km and above it should be rounded up. i.e. 4.4 kms will be rounded down to 4 kms 4.5 kms will be rounded up to 5 kms Version 1.2

46 UKZN Expense Claims APPENDIX A Normal Route Version 1.2

47 Apply for Route