Forgotten Password. Company Policy

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1 Forgotten Password If you have forgotten your password or log on details, you can click on the links, enter your address and the details will be sent to your inbox. If your address is not recognised please contact the expenses helpdesk on , they will confirm the details that are stored about you on the system and issue a new password. There is a lot of information contained in the expenses system to help you understand your policy, what you can claim for and how to claim, the following shows you where to find this information and some top tips for claiming. Company Policy Within expenses your company policy is available in two areas.

2 Expenses Items you can claim for To see the expenses you can claim for, there is a button on the home page called View My Claimable Items. This will show you the items you can claim for, a description of what this item is and the maximum value that can be claimed according to your policy. Note: If you exceed the maximum limit when you claim an item, the system will automatically highlight this to your authorising manager and also to payroll.

3 Before you make a claim You can tailor your claim form to show the items that you claim most regularly. By ticking the items either on the view my claimable items page or on the add new expenses page and they will appear on your claim form. If you need to claim for the other items simply tick them and they will appear and un-tick them to remove them. Mileage - journey steps The mileage entry grid looks different and works in a different way. Your vehicle details are now shown at the top If you have more than one vehicle these will be in a pick list The mileage entry grid still holds From and To fields although they look a bit different;- The recommended distance for each step of your journey is automatically calculated and is shown in the Distance Details miles box and the adjacent grey box To return to the start address click on Return to start address. This automatically creates the next journey step back to where you started From

4 Alternatively, to enter the next step of your journey click on the From field in the next row and so on This will populate with the To from the previous line To remove a line click on the x at the end of that line Address and post-code look-up The address lookup feature has changed. When you click in the From or To field a new pop-up menu will appear There are small icons, in the bottom left hand corner, for Home and Office addresses Click on either to automatically populate the To or From field with your home or base address Or you can type home or office If you can search by entering the postcode, this will display NHSBT locations and migrated addresses with that post code. In this example the post code SW17 0RB displays;-

5 There are 2 results with grey pins, which indicate system held addresses. 75 Cranmer Terrace this is the NHSBT location in expenses NBS Tooting Centre this is the ESR office location There is 1 result with a green pin, which indicates a post code search result. SW170RB the post code search result Click on the one you wish to use, as they all hold the correct post code they are all valid. The system held addresses are also searchable via their names and you can search for these by entering 3, or more, characters. You will find that previously held addresses may have disappeared. This is because of the new address data validation and format requirements. The three main reasons were:- Invalid post code (e.g. overseas or incomplete) Incorrect spelling of name Duplicates of existing address with different names or details If expenses can t match the details you ve entered it will display the message No addresses could be found. In this situation you will have to enter the post code. If there is no system held address match the post code search will return the following result;- When you select the result the town, in this case St Albans, will also be displayed. If you hover over the search result the system will show 2 icons on the right. To save any post code or address as a personal favourite click on personal label click on. and to give it a

6 For instance you could personally label Birmingham New Street as BNS or New Street for your personal look-ups in future. You don t need to remember the global name or the postcode you can search by the label you have given it. You can find (and remove) personal favourites and labels by clicking on the larger right hand tabs;- Only you will be able to see or use the label (name) you give an address. You can also use the search, if you do your personal favourites and labels will display like this:- If there are also system held addresses which match these will be displayed as well. Review mileage calculation Once you ve entered and saved your complete day s journey remember that you can review the calculation by clicking on the blue motor car summary. next to that journey in your claim Reimbursable distances. This will display the Recommended and Approving a claim When approving a claim, the summary page should give you all the information you need to interrogate the claim, such as claim date, reason, receipt details and value. If the claim appears to be a duplicate or the value exceeds the policy limit an exception flag will appear next to the item, this item will need additional attention.

7 Additional columns can be added to your view, simply click on view (left hand panel) and select the field you wish to add. Allocating for payment Once you have authorised claim, you will need to press the Allocate For Payment button to ensure the claim details are transferred on to the payment file for transfer in to ESR. Help & Support On your homepage you will see a button called Help & Support. Please familiarise yourself with the various information available in this section such as quick start guides, frequently asked questions and training booking service. If you have any problems when claiming and approving claims or have any questions about expenses, please do not hesitate in contacting the expenses helpdesk. Just call Software Europe on and ask for the expenses helpdesk. Your call will be answered by a person (no automated systems) and you will be directed to one of their technical helpdesk staff who will be able to help you. You can also HR Direct: HRDirect@nhsbt.nhs.uk HR Direct can also be contacted on or (2)7700.