Irish Na5onal Teachers Organisa5on Online Expense Claims System User Guide

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1 Irish Na5onal Teachers Organisa5on Online Expense Claims System User Guide Author: Garry Kirwan Released 20th Oct 2011 Doc Ref 803 Version: 0.03

2 Introduction Welcome to our new Online Expense Claims System. Instead of filling in paper forms and submitting them manually, you can now enter and submit them online. This has several advantages as follows... Faster and more efficient: Submission, approval and payment of your expense claims are now all done online. Your claim can now move through the approval process faster than is possible with paper forms. Thereʼs significantly less processing of your expense claims because they no longer need to be re-entered. Much of the processing is now automated. More accurate: When you enter your expense online, the system assists with calculations and can check for common errors. Again since the expense no longer needs to be re-entered, there are less entry errors. Better feedback: You will be able to see when your expense claim has been approved and paid. Better for the environment and more cost efficient. Since itʼs no longer necessary to fill in forms, we can save on paper, inks and toner. Since expenses are processed online there are no delivery or fuel cost incurred and less pollution. Important Note: Do not use the Browsers Back & Forward buttons. Using these buttons may result in disconnection and possible loss of data. Please use the buttons provided as shown in the example below to navigate through the System. Page 2 of 7

3 How to Login 1. Go to 2. Enter your User ID and password and click the Login button as shown. Completing your Profile Figure If you are logging in for the first time, you will be taken to the Profile page. This is divided into three sections. Figure In the contact details section enter your address and mobile phone number. You may also edit your name if misspelled or it has changed. Review the information in the User Info section. This information can only be changed by Head Office (except Engine Capacity). If the information is not correct, please contact Head Office and have it updated prior to submitting your first expense. 3. To proceed with your first expenses claim click the New Claim button. See Figure 2. Page 3 of 7

4 Making a new claim 1. Click the New Claim button from either the Profile Screen or the My Expenses screen. 2. Enter a title, e.g. CEC Expenses Jan Select the Committee for the expense claim then click Next as shown. Figure On the next screen, in the left hand pane click the New Item button, see figure A new item is created, the date defaults to current date but you may edit this. If claiming travel you must enter date & time of departure and date & time of return. 6. Enter the purpose for this item, e.g. Special CEC Meeting. 7. Select a Category for this item from the available options. 8. If you have made a trip enter Travel From and Travel To then enter the total distance travelled in Kilometers (round trip). 9. Select the Engine capacity of your car from the available options. Note: If you only know the distance in miles instead of kilometers enter the mileage in the Miles field at the bottom left of the screen and click the Convert button. This will enter the converted kilometer figure in to the kilometers field for you. You can click the Google Maps link to obtain the distance between two points. Page 4 of 7

5 10. Enter the number of nights away, if any, and select the Per Diem rate from the available options. For Northern Ireland receipt claims select Receipt for the Per Diem rate and enter the receipt amount in the box to the right of the Per Diem rate up to the maximum amount allowed. Please see Head Office for this maximum amount. 11. Enter the number of days away, if any, and select the Per Diem rate from the available options. 12. If you have any other expense, e.g. Taxi fare, enter it in the Other Expense field and provide a brief description of the expense. 13. When finished, click the Save Item button to save your entry. You will see this item on the expense claim to the right. 14. You may add as many items as necessary by repeating steps 4 through To look back on a previous item simply select it from the list on the right hand pane. 16. If you want to delete an item either select it from the right hand pane and click the Delete button to the left of the Save button or click the ʻxʼ to the right of the item in the list. 17. If you want to delete the entire claim, click the Delete button on the top right hand side of the screen. You will be asked to confirm your action. Warning, if you delete the claim all data entered will be lost. 18. If you want to save the claim and come back to it later click the Save as draft button. 19. If you are ready to submit your claim for approval simply click the Submit button. Please note however, once submitted you can no longer edit the claim. See Figure 4. Note:The Kilometer rate payable is subject to change at the time of payment based on your cumulative kilometers to date. Figure 4. Page 5 of 7

6 Reviewing your expense claims 1. After submitting or saving an expense claim you will be taken back to a list of all your expense claims to-date. On this list you will be able to see the status of each claim, i.e. Submitted, Approved, Paid. 2. To view the detail of an expense claim simply click on the expense claim. This will take you to a screen showing the full details of the claim. Click the List button to return to the list. Alternatively, if the claim is still in draft you will be taken directly to the Edit screen. 3. Un-submitted claims are editable, if the claim is still in draft you will be taken directly to the Edit screen or from the detailed screen you can click the Edit button. 4. If you wish to view a list of claims in draft, click the Drafts button. 5. If you wish to view a list of claims submitted, click the Submitted button. 6. If you wish to view a list of claims approved, click the Approved button. 7. If you wish to view a list of claims paid, click the Paid button. 8. If you wish to view a list of all your claims, click the Show All button. 9. If you are designated to approve expenses for a Committee, click the Admin button to view a list of claims awaiting approval. 10. If you wish to view your profile at any stage click the Profile button or click on your name where you see Logged in as <my name>. 11. When finished click Logout in the top right hand side of the screen. See Figure 5. Figure 5. Page 6 of 7

7 Queried expense claim 1. If you see the word Queried appear on your expense claim this means a person approving the claim wants to bring something to your attention. 2. Click on the claim to view the details and review the notes in the Head Office Notes section. 3. You may be required to edit your claim and re-submit it. See Figure 6. Note:Queried claims will not be processed further until the query is resolved and the claim resubmitted where required. Figure 6. End. Page 7 of 7