Online Expenses User Guide System Provided by Software Europe

Transcription

1 Online Expenses User Guide System Provided by Software Europe Provided by the Payroll Services Department Royal Berkshire NHS Foundation Trust Document control Version Date Author Comments V.01 01/07/2012 Darren Gatward New Document V.02 01/06/2014 Darren Gatward Updated

2 Contents 1. First Time Access Online Expenses Log-in Checking My Details Creating an Expense Claim Mileage Claims Mileage claim types The Distance Travelled Exception to the Shortest Route Examples of Mileage Claims Using your Home Address Finding an Address Adding a new Address Adding additional journey steps Changing a Car Reviewing an Expense Claim Submitting an Expense Claim How to Submit an Expense Claim Deadlines for Submitting Claims Receipt Process Approval Process Reviewing a claim Approving a claim Rejecting a claim...13

3 9. Delegate Function Assigning a Delegate Removing a Delegate Accessing an account as a Delegate Mobile Devices & Attaching Receipts Registering & Activating your Mobile Device to.7 Using your Mobile Device for Expenses...16 to Help & Support... 18

4 1. First Time Access You need to download an Expenses Application form from the Payroll Services Intranet site, or a request for the form to RBHExpenses@royalberkshire.nhs.uk Once you have been setup for access by payroll:- The system will then send 2 s to your address: One will contain your Username (which is your Payroll ID number found on your payslip). The other will contain a link to create a memorable password. As soon as you have created a password, access to the system is granted. Your password must be a minimum of 8 characters and must include at least one number. The system can be accessed via the home page on the Intranet on Online Expenses system or direct via website: 2. Online Expenses Log-in The system can be accessed via the home page on the Intranet on Online Expenses system or direct via website: Handy Hint! Add this page into favorites or create a shortcut on the desktop. The system can be accessed from any computer with an internet connection, including from your own home computer. 1. Company ID - RBFT (for all users) 2. Username - Your payroll number 3. Password As set up when you first login Click The system will take the user to the welcome page with the navigation menu and it will also display a pop-up window containing regularly updated relevant information (i.e. due date for submitting expenses for the next payment run).

5 3. Checking My Details The first time a user accesses the system it is recommended that they check that all saved details are correct. On the Welcome Page click on the My Details icon: Then click on Change My Details icon: Your details have been imported in to the system from the master employee record in ESR. Check that all saved details are correct, including the car details. Should any details be incorrect, please use the link provided on the page to notify your administrator, who can update these changes for you. 4. Creating an Expense Claim On the welcome page, click on the Add New Expenses icon:. This icon will allow the creation of a new claim or the addition of lines to an existing claim that may have been created earlier and then saved. The following window will open: Complete the General Details section. This includes: Date: enter the date when the expense was incurred Reason: select one from the drop-down menu Other Details: provide any further required details (i.e. it is mandatory that there is a justification for any out of policy items) Select the expense type from the My Expense Items menu on the left hand side of the screen and the system will generate an entry box for each checked item. Once all the details for the claim item have been completed: Click Save The Claim Details page will populate with the claim item saved.

6 5. Mileage Claims 5.1 Mileage claim types If claiming mileage, choose one of the following on the Add/Edit Expense Item page. Business Mileage only claim Business Mileage when travelling for work related purposes. Note: Commuting between Home and your normal work base is not Business Mileage. Public Transport Mileage all claims that are not deemed as Official Business should be claimed under Public Transport Mileage e.g. mileage incurred for attending training, seminars and conferences. Home to Base Mileage only for mileage incurred from an Emergency call out or Recall to work. Excess Mileage only for additional miles travelled due to a Trust enforced move of an official base. This must be HR approved. Once the correct type of mileage is selected the page will refresh and you will need to enter the details of your journey in the boxes below: First, add the From and To address, ideally using the postcode whenever possible. Then type the number of passengers (if any). Handy tips! If the final leg of your journey was simply a return to your start address, check the box next to Return to start address and the system will automatically calculate the return journey for you. When starting or ending a journey from home, type the word HOME into the appropriate box. The system will automatically pick up your home address as recorded in the system. Similarly, when travelling to and from your permanent workplace, type the word OFFICE into the appropriate box. The system will automatically pick up your office address as recorded in the system.

7 5.2 The Distance Travelled The Distance Travelled field is automatically calculated by the system. The system calculates the shortest mileage from location to location and this is the Official Distance that employees are entitled to claim. 5.3 Exception to the Shortest Route The user can override the distance travelled figure to reflect the correct mileage travelled only if there is an appropriate justifiable business reason. The reason must be entered into the Other Details field in the General Details section of the claim. Where a member of staff takes the quickest route, for example using a motorway, or has to take a detour where a road is closed or to avoid a traffic jam they will be able to enter the full mileage for these journeys and use the override function available in the system. This additional mileage will be paid at the manager s discretion. It is the intention of the Trust to ensure that all staff, where practically possible are able to spend the majority of their time performing their duties. Any mileage claimed over the Recommended Distance will be flagged by the system to both the Approver, at the time of approving the claim, and senior management who will also monitor the reasons provided. 5.4 System Controls reimbursed Mileage if your Business journey claim starts or ends at Home. As a general principle, journeys from home to work are not reimbursed. However, should your business journey start or end at home as apposed to your normal base, you need to enter the exact steps of your journey, as the system will automatically calculate / adjust the mileage for any such journeys in line with Trust policy. 5.5 Using your Home Address When entering a mileage claim, if you have a journey that involves home, simply type the word HOME then press the tab key on your keyboard and the system will automatically populate your home address for you.

8 5.6 Finding an Address When entering a mileage claim you need to enter each address visited. The quickest option to find an address is by using the predictive text entry. Predictive text entry allows the user to begin typing the leading letters of the postcode into the address field (as shown below) and if there is an address already saved in the system that begins with these letters, it will bring up a list for you to choose from. (i.e. The system will return all addresses stored in the database that share those initial characters). Simply select the required postcode from the list. If no list appears as you type the start of an address, it means the address is not stored in the database and you will need to add the address yourself. 5.7 Adding a new Address If you visited an address which is not saved in the system, click on the binoculars icon Select the Add New Address tab (as per the below picture). Enter an Address Name Enter the Post Code Click on Lookup Address This is the name which will be used to recall this address for future journeys. The required format to use is Road Name, Postcode Note: Personally identifiable data such as a person s name and house number are not needed and must NEVER be saved in the system, to ensure compliance with Data Protection Law. Enter the same postcode you entered under Address Name and the system automatically populates the rest of the address for you (i.e. county, country)

9 Click Note: Please spell addresses correctly as addresses are available to all users in the Trust. 5.8 Adding additional journey steps To add additional journey steps to one claim: Click This will populate a new line for the journey. Add as many journey steps as needed. Remove steps containing errors by clicking on the Delete Icon next to the appropriate step. 5.9 Changing a Car If a new or different car is used for mileage claims, the car details need to be added into the system. On the Welcome Page: Click on: My Details Icon Click on: Add Car Icon The following screen will appear. Complete each field with the details of the vehicle used for the business travel. Click The system will generate a message informing the user that the car has been added and is awaiting approval by an administrator. The administrator will receive an notification and will activate the car details within 1 working day.

10 6. Reviewing an Expense Claim Expense claims can be reviewed from the welcome (logon) page. Click on My Claims > Current Claims The Claim Details screen will then appear which shows all currently saved claims that are yet to be submitted for approval. From here, all the saved expense items within a claim can be reviewed; further expense items can be added to a claim and previously saved items can be edited or deleted. Note: Every time an expense item is saved, the user is navigated back to the Claim Details screen. 7. Submitting an Expense Claim Note: Users are limited to submitting a maximum of 4 claims per month. This does not mean that you can only claim four expenses each month - it simply means that you can only submit a maximum of four claims per month. Each submitted claim can have multiple expense items within it. Note: Employees who perform business travel on a regular basis are advised to enter their online expenses on a regular basis also (i.e. daily as incurred or weekly). This can be done by simply adding additional expenses to an existing claim and saving it after each addition. Existing claims can be found as follows: Home > My Claims > Current Claims 7.1 How to Submit an Expense Claim Once you have entered all of your expenses for the period (i.e. week or month) and reviewed all items to ensure it s correct, you must then submit your claim for approval. To do this, click Submit Claim on the Claim Details page (see below).

11 The system will then navigate to the General Details page (see below). You must then: 1. Note down the Claim Name (this is important for submitting paper receipts). 2. Add a description (i.e. Expenses February 2012). 3. Click on save 4. Read and Accept the declaration that the expense claim is correct, complete and in accordance with Trust policy. A pop-up window will confirm that the claim has been submitted for approval and identify the responsible person for this approval. It will also show a box with the claim number. Once your Approver has approved your claim, you will receive an notification and payment will be scheduled in the next available pay run. 7.2 Deadlines for Submitting Claims The expense payment run is performed once a month by Payroll and is paid with your monthly wages. To ensure payment is received on time, you must submit your expense claims at least one week prior to Payroll cut off date to allow your Approver sufficient time to review and approve your claims. Note: The Payroll cut off date and due date for submitting expense claims is displayed in the pop-up window each time you login to the online system. 7.3 Receipt Process Note: Physical receipts are required to support most expense items (other than mileage). For full details of what requires a physical receipt, please refer to the Trust policy. If your expense claim requires receipts, you must ensure these are electronically attached to your claim After reviewing your claim and verifying that the electronic copy of the receipts are appropriate and attached, your claim will be approved. It s important that receipts for expenses are stored, and the system will securely store your electronic copy of any receipts, so you will not be required to keep the paper receipts.

12 8. Approval Process When a claimant has submitted their expenses, the Approver will receive an notification informing them that a claim needs approving. 8.1 Reviewing a claim Logon to E-expenses and on the welcome page click on option called Check & Pay Expenses. The Check & Pay Expenses page will display a list of expense claims that require approval. Choose the claim to approve by clicking Check Expenses in the action column of the required claim. The Expense Claim Details page will display a high level overview of the claim. It is the responsibility of the Approver to check each item thoroughly before deciding to approve or reject each individual item or the full claim. Check each item against the physical receipts. The physical receipts should be delivered to the Approver by the claimant in pre-printed envelope addressed to Payroll team with the claimant number clearly written on it. Special attention is required for all items with Exception Icon. This highlights claims made over and above normal trust policy or potential duplicate entries. To view all the journey steps, click on View journey Steps Icon. 8.2 Approving a claim Entire Claim Once satisfied that the entire claim is correct click Select All from the Page Options menu on the left hand side of the screen. Then Click on Allow Selected and finally click on Approve Claim on the Page Options Menu. Accept the pop-up Declaration. Individual Items Should an approver have an issue with any single line item within a claim, those specific lines can be returned to the claimant whilst approving the other line entries within the claim. Simply tick the items that should be approved and select Allow Selected from the Page Options Menu. Please note that the approved individual items will not be submitted to payroll until all the items within the claim are approved; therefore please ensure that the items you do not wish to approve are returned to the employee for amendment. For instruction on how to return claim items, see below 8.3 Rejecting a claim. Please place all paper receipts within a pre-printed envelope, ensuring the claim number is clearly written in the Claim No. box and forward to the Payroll team.

13 8.3 Rejecting a claim Entire Claim If rejecting the entire claim click Select All from the Page Options menu on the left hand side of the screen then click on Return Selected on the Page Options Menu Individual Items To reject only specific items select the check box next to those items and click on Return Selected from the Page Options menu. Whenever a full claim or an item is rejected, an explanation for the return is requested by the system. This will then be available to the claimant. 9. Delegate Function The E-expenses system allows a user to delegate a colleague to access their account. This may be for delegating Approver permissions during a period of absence and occasionally for creating or adding expense items/claims. Please note that in line with the Trust policy, you should only set up your line manager (or above) as a delegate. When a user grants delegate access to someone who will be creating an expense claim on their behalf, the claimant is still responsible for submitting the claim. A delegate will be granted access to the user s account until the access is removed by the user. Please note that any changes you make are tracked under your name and can be audited. 9.1 Assigning a Delegate 1. On the Welcome Page click on My Details Icon. 2. Click on Delegates Icon 3. From the Page Options menu located on the left side of the page, click Add Delegate 4. Enter the Surname of the delegate 5. Click Search 6. The system will populate a list with all the users with the same surname. Select the required user by clicking Assign next to the delegate s name. 7. Click

14 9.2 Removing a Delegate On the Welcome Page, click on My Details Icon, Click on the Delegates Icon Click next to the assigned Delegate the selected delegate. Click OK. A pop-up window will appear, requesting confirmation about deleting 9.3 Accessing an account as a Delegate Log in to your E-Expenses Account. On the Welcome Page, click the Employee Expenses Icon. From the drop-down box, select the employee on whose behalf you will act as delegate. Click The system will take you to the Welcome Page of the selected employee s account. On the top of every page there will be a message displayed reminding you that you are logged in as another person. You can now create/edit claims and approve expenses on behalf of the person who nominated you as their delegate. Note: You cannot submit a claim on that person s behalf When you have finished, please click on Loggoff Employee Account on the top of the page.

15 10. Mobile Devices & Attaching Receipts 10.1 Registering & Activating your Mobile Device Download the free Expenses360 app to your device. Log into your expenses account on your computer, to register your device and to obtain your activation code as below:- If you select the My Details option on your home page of expenses & then select My Mobile Devices, followed by New Mobile Device on the left hand side. Then name your device as you want to & select the type accordingly and then click on Save. Please note that you can register either personal or work mobile devices for access or even multiple devices should you wish too.

16 Your activation code will then automatically appear on screen (as per below example), you then need to open the app on your device & enter the activation code to link your device to your expenses account Using your Mobile Device for Expenses Please note that the use of your mobile device for expenses is to supplement your access, but does NOT replace all other access, as not all functions / processes are available on the mobile device. The major benefit of entering expense items onto your mobile, is for non mileage items that require receipts, as the app makes it easy to enter the claim and also to attach the receipt, significantly speeding up that process On Your Mobile Click on + to start a claim entry, then enter:- Date Expense Item Reason Other Details Total (Cash Amount) Save Once saved, just touch the expense item on screen & you will automatically get the option to Attach Receipt and select this This will automatically open the camera on your device, so you can take a photo of your receipt. If the photo is clear, select the Use Photo option & its then attached to your claim accordingly. You can add as many items like this on your mobile device as required, and when you want to move them to your main account to submit, you just need to click on the Sync option on your mobile. This sends the details to your PC account immediately.

17 It is advisable to sync your claim when you have Wi-Fi network access, to avoid any potential mobile network charges. Once you have synced Expenses360 your expense items will be transferred to your Expenses account From the home page click My Claims 10.4 Click My Current Claims, all your expenses transferred from Expenses360 for your mobile device will be listed under My Mobile Items Click the green plus icon to open the expense item, and complete or amend the entries made as required The remaining details for completion will be: Specify if you have a receipt for the expense item, if it isn't already attached To complete the expense item, click save button and the item will move into the Expenses Items section of the screen, ready for you to submit the claim when all your items have been entered for the pay period. It is also possible to enter mileage claims via the mobile device, but as these isn t as user friendly & still requires further work once synced; it s advised that you only use the mobile device for non mileage expense items requiring receipts

18 11. Help & Support There are several help and support options available for all users. Online Help & Support The E-expenses system is an intuitive and user friendly system with a well developed Help and Support page. The user can navigate to Help and Support from any page in the system. It is displayed on the right hand corner. The page offers step by step guides, training videos and frequently asked questions (FAQ s). Help Desk For any system issues and questions the users can also contact the helpdesk provided by Software Europe (Eexpenses system provider). The dedicated Help Desk is available on , Monday to Friday, 8.30am 5.30pm, excluding Bank Holidays System Administrator For queries relating to a specific expense claim, please the system administrator at the following address: rbhexpenses@royalberkshire.nhs.uk