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1 e-expenses Expense claims are submitted using Employee online. The ESR interface is then used to pay the employee their expense claims with their salary. This User guide has been created to aid staff in completing the e-expenses functionality located in the HEALTH ROSTER employee online tool NOTE: You only have 1 claim per calendar month. Avoid entering multiple claims. It is possible to combine 2 months worth of claims into a single claim on E-expenses. Managers are required to approve claims on a monthly basis. The deadline for approving expenses is the same deadline as finalising the roster. LOAD INTERNET EXPLORER EOL can be accessed via the staff intranet: Click on the book Leave icon. Scroll down and click on Purple Access EOL icon. The employee online homepage will come up. Log in with your username and password and you can navigate to E-expenses tab. 1

2 The expenses tab contains the following shortcut to the left of the screen: Upon selecting the Expenses tab within Employee Online, the Current Claims screen will automatically be displayed. Current Claims Submitted Claims Sent for Payment Edit Print Delete Submit This shows all current, submitted and claims sent for payment. Current Claims - Claims currently being worked on Submitted Claims - Claims that have been submitted and are awaiting approval Sent for Payment - Claims that have been approved and been sent to payroll Items can be edited, submitted, deleted or printed from here. Each claim resides here until it is submitted, so additional items can be added to a claim. Rejected claims are returned to this area with a visible rejection comment. 2

3 ENTERING A CLAIM To create a new claim click on New Claim To create the claim the employee must confirm which post the claim applies to (if they have more than one post) by selecting from a drop down list and then click Create. This will bring up the claim catagories to select from: Mileage Travel Subsistence Supplementary Once a Claim Category has been selected, click on New Expense. 3

4 A new window is displayed where the claim details are to be entered. All fields that are outlined in orange are mandatory fields. Expense Type Date Vehicle Used Passengers/Heavy Equipment Click on the Expense Type to select Business Mileage. Select the date the journey occurred on and the vehicle used for that journey. Use postcodes when filling out the From and To fields. If it s a return journey tick includes return trip Tip: Mileage is calculated by Google Maps. Details of the journey can be viewed by clicking Show Map 4

5 When a journey starts at home rather than base you are only eligible to claim mileage in excess of your home to base mileage. You will need to override this manually by inputting the eligible mileage in the Claimed Travel box. Multi-Trip Claims: This makes it easier to enter details of a journey with multiple legs, encouraging staff to include more detailed information within their expense claims. Clicking Add Trip generates a new entry and automatically sets the last From destination as the starting to destination point from the next leg of the journey. Multiple entries can be saved within one claim simply by clicking on Save or Save & New. Save & New will generate a new window. The process can be repeated as many times as necessary. 5

6 Creating a Travel Expense Entry: Travel claims are entered from the Travel tab in the main claim form for travel expenses such as rail, bus journeys etc.. Click on New Expense. A new window is displayed where the claim details are to be entered. All fields that are outlined in orange are mandatory fields The fields in a travel claim include: Expense type Date Claim amount From To There is also a check box to indicate that a receipt is available. Select Save once all fields have been completed. 6

7 Creating a Subsistence Expense Entry: The subsistence tab is used to enter claims for living costs incurred when working away from home such as meal allowances, and overnight accommodation etc. Click on New Expense. A new window is displayed where the claim details are to be entered. All fields that are outlined in orange are mandatory fields The fields completed in this category include: Expense Type Date Claim amount, or daily rate & number of days Receipt available Select Save once all fields have been completed. 7

8 Creating a Subsistence Expense Entry: The supplementary tab is used for expenses incurred which do not fall into the other categories e.g. Parking Click on New Expense. A new window is displayed where the claim details are to be entered. All fields that are outlined in orange are mandatory fields The fields to complete in this category include: Expense Type Date Claim amount Receipt available Select Save once all fields have been completed. 8

9 Editing a Claim: A claim can be edited i.e new entries made or existing entries changed by clicking on the pencil icon to the far right of the screen Submitting a Claim: A claim can be submitted by clicking on Submit at the bottom of the Claim Details screen. When the submit link is clicked, a disclaimer stipulated by the Trust is displayed, which the employee must tick to proceed. Printing a Claim: Claims can be printed by clicking on the print link: The print function populates a detailed preview of the claim, and launches the print dialogue. This is particularly useful for attaching receipts. 9

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