1 Completing Your Claim Form

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1 1 Completing Your Claim Form Once you have received your log in details, accessed the system and checked that all your details are correct, you are ready to make your first claim. 1.0 Entering your claim Click on the claim expenses tab, where you will see two main tabs, Other Expenses and Car Mileage Click on the Other Expenses tab to submit claim lines for all expenses but mileage click on the Car Mileage tab to submit claim lines for the reimbursement of car and fuel costs To charge your expense to a different cost centre, enter the cost centre in the Other Cost Centre field When you are entering lines, always click on the tab Save Lines as this will save the information as you enter each line. These lines will then remain on the system, even if you need to log out and complete/submit your claim at a later time.

2 1.2 Other Expenses Complete all fields relevant for the lines completed, i.e.: A B C D E F G H A. Date of expenditure > click on calendar icon to select the date of expenditure B. Expense type > select from the drop down C. Description > description of the expense incurred D. Reason > add a reason to support why expense has been incurred E. Co-op Staff & Non Co-op Staff > this is only required for certain expenses e.g. taxi, entertainment, mileage. You will need to enter the number of Co-op/Non Co-op staff you were with at the time. You must include yourself. E.g. if you travelled on your won, you would enter 1 for Co-op Staff and 0 for Non Co-op Staff. You must then also enter your name in the comments box (Point H on the image above) and N/A for Non Co-op Staff. F. Receipts? > if you have receipts, select Yes, even if you have posted these to be scanned with the print cover. If you do not have receipts select No, you will be prompted to submit an explanation as to why there are no receipts attached in the comments box. VAT Receipts> please submit a VAT receipt where possible. G. Total Incl. VAT > Enter the full amount of the expense incurred for that particular expense type H. Click on the icon > you can enter further information requested by clicking here i.e. why there are no receipts attached/names of co-op/non co-op staff. The information required depends on the expense type and these mandatory cells will be highlighted in red. If these fields are incomplete, you will not be able submit your claim.

3 1.3 Car Mileage Complete these 5 tabs with your car details. These will reflect the correct rates for your mileage I J K L E F M N O Once you have entered your car details in the five boxes above, click the Add Line tab to start entering the information for your Car Mileage claim. You will need to insert: I. Date of Travel J. Journey From > Start of journey, which should state the home destinations postcode i.e. work postcode. Field based/ Home-based employees should state their home postcode. K. Journey To>End of Journey, which should state the postcode of the away/travelled destination L. Reason for Travel M. Business Miles> Number of miles travelled. The system will automatically calculate the mileage costs based on the car information you have provided. Please ensure these details are correct and when you change cars, all these five detail tabs are updated. N. click on the icon to provide further information requested i.e. how many people travelled with you if you have input more persons besides yourself in fields E or if there are no receipts/ no vat receipt attached, you must justify why. The information required depends on the expense type and these mandatory cells will be highlighted in red. If these fields are incomplete, you will not be able submit your claim.

4 If you have input an expense line, which is identical to a claim line that you have used previously; you can save time by clicking on select previous then select and submit line(s) you wish to reuse. Please remember to change the date on the line. The total amount claimed will be bought forward on the Other Expenses tab to be submitted. Click Other Expenses tab and follow steps 2-4 to submit your claim. 1.4 Uploading Receipts O. Click Upload receipts/attachments, browse for your file and attach by clicking Upload. After it has been uploaded, click Close. Please do not attempt to upload files that are more than 3MB as there is a limit on the size of the file you can upload. To save and submit your claims, see step 4 Submission 1.5 Posting Receipts to the Bureau for Scanning O Q P R P. if you are not able to upload your own receipts and require these to be scanned on your behalf: On the Other Expenses tab click on the Print Cover tab. This will generate a cover sheet as shown below.

5 Mark on the cover sheet how many receipts you have enclosed and staple to the cover page post to the bureau. DO NOT put this in the internal post as your receipts are scanned externally. The below cover sheet must be printed before you submit the claim. Mark the number of receipts attached to support your claim here 1.6 Submission Q. Click Save Line(s) to save your entry. If you wish to claim for additional items, click Add Line(s) Your claim lines are automatically pre-selected by the system. Make sure you de-select the lines you do not wish to submit. R. Click Submit Claim under the Other Expenses tab to submit your claim for approval. A pop-up box will appear requesting confirmation of your submission, Click OK A further pop up will appear to indicate that your claim has been submitted successfully. You can now log out of your account. This is located in the top right hand corner of your main screen. If you wish to check how your claim is progressing, you can do so by clicking into your Expense History tab. What Will Happen Next? When you have submitted your claim, this will then go to your approver for review and approval. Once your claim has been approved, this then goes to the expenses team for further review and released for payment. If there are any issues with your claim or your claim has been rejected, you will be notified via . The will contain details of what information is required before you re-submit your claim. Please see Section 3 for Claim Rejections

6 2. Approving a Claim 2.1 Notifications: The system will automatically you twice daily if there are claims awaiting your approval. The approval of claims operates as an in-tray system, similar to the claim expenses section. a) List of claims to be approved Click Policy Documents for guidelines. All employees have a nominated approver for their expense claims as well as an escalation approver You may be assigned as either a nominated or stand-in approver, or both. If a claim has not been approved after 7 days of its submission, the escalation approver will also receive an notification and will be able to approve the claim. You can refer to the Business Travel & Personal Expenses Policy on the intranet for guidance on claim value limits. b) Hold cursor over name of claimant for further car details 2.2 Sorting Claims Log-in to your expense account as usual and click Approve Expenses to bring up a list of claims to approve. All claim lines from your staff are visible on the screen, thereby allowing you to approve all claims via a single click. You can sort your list by clicking on Cost Centre or Claimant to sort by name or by Claim number in order to manage your approval work load easier. Claim data displayed in red font: the system will prevent you from approving these items, on the basis that there are no receipts attached (and at least one of the lines on that claim is marked as having a receipt). You will not receive notifications to approve these claims. Until receipts have been attached, you should allow 2-3 days before reviewing red lines because it is likely that the receipts were posted to the scanning bureau and therefore not yet attached to the claim. When the lines turn black, this will signify that receipts are now attached (at which point you will receive an notification).

7 c) Click View Receipts/Attachment 2.3 Expense Claim Tabs Click Other Expenses tab to approve claims for other expenses such as books, travel fares and hotel costs. Click Car Mileage tab to approve claims for car and fuel costs. In the Car Mileage section, if you hold your cursor over the name of the claimant, the system will display the vehicle used for this mileage claim should you need to check/query this. The system operates a traffic light system. See below for meaning:green - no comments have been added Amber - comments or data has been added Red - line has been previously rejected Click View Receipts/Attachments to view receipts uploaded. d) List of receipt attachments for claims. 2.4 View Receipts Click on View Receipts/Attachments to view the receipts attached to support claims. This allows you to check them before approving the expense items. Check the details of the claim matches with the receipts. 2.5 Approve Claims Click on the icon to ensure that the information provided in support of the claim is sufficient. If so and the information agrees with receipts attached, click Cancel, unless you require to make a comment. To do this, type your comment in the Add Comment box then click on Submit. The box will disappear. Depending on the expense type, there are different rules and warnings that need to be addressed such as claim limits for particular items. If you are unsure or require further clarification, you can click on Policy Document or Google Maps for further information. If the claim contains both Other Expenses and Car Mileage items; the entire claim will not be processed for payment until all of its lines are dealt with i.e. Approved or Rejected. The system will automatically prompt you if the claim has lines to be approved in Car Mileage. Click the Approve tick box for the individual claim or a group of claims and then press Approve at the bottom of the page. The approved claim is then removed from your screen.

8 e) Approve claim screen Approve 2.6 Reject Claims If you have viewed the receipts or data line and find that there is insufficient information to approve the claim. You must assess the information that you require and reject the claim. To reject an individual link click on the icon to bring up Expense Claims Comments' and add a comment detailing why you are rejecting the claim and click Reject. Click OK to confirm your rejection. To reject multiple lines place a tick in each of the lines you want to reject and add a comment in the Rejection Comments box at bottom of page. When rejecting multiple lines these must be for the same reason for rejection (e.g. no receipt attached). If you need to reject lines in the same claim for different reasons you will need to tick the reject box on each line and add the specific comment. If a multi-line claim was made, you can continue to approve the other lines of the claim as normal. To do this, simply ensure the items you wish to approve are all ticked and press Approve. What will happen next? The claimant will receive an informing them that their claim has been rejected. The rejected claim will revert back into the claimant s in-tray to sort out and to be re-submitted for Approval. It will also be allocated a new claim number. The claim will revert back into the claims to be approved in-tray for the approver to check and approve. Reject Click to Approve to confirm claim f) Reject screen Single line g) Reject screen Multiple lines Tick Reject boxes for multiple line Rejections Multiple lines Rejection Comment Box

9 3. Rejected Claims A claim can be rejected by the Approver after it has been submitted or the Expenses Team after it has been approved. You will receive an (on the address registered against your expenses account) for each line of your claim that has been rejected notifying you of the rejection. These claims will be found in your Claim Expenses box, always check why your claim has been rejected by clicking on icon at the end of the rejected line. Ensure that you follow the comments and make any changes requested before submitting again. You will need to reattach the receipt(s) from your original claim. Rejection Icon Rejection Comments Remember that you will have to attach the receipts from the original claim you submitted. If receipts are not attached to the new claim from the original claim then this cannot be approved for payment. This applies even if you have posted your receipts for the previously rejected claim, as these were uploaded to your previous claim for you. To attach your receipt: a) Access your Expense History tab and click on the original claim number that was rejected Click on View Receipts/Attachments then Open and Save b) Save this to your desktop, after saving close this down. c) Click on Claim Expenses, then Upload Receipts/Attachments, then Browse. Find the file as saved on your desktop and click on Open d) This then adds details to the browse line. Finally click on Upload. The receipts are now attached to the claim and you can re-submit the claim. What will happen next? Your approver will receive your claim for approval. Once your claim has been approved, they will then need to be released for payment by the Expenses Team and you should receive an for confirmation of payment. If you require any further assistance, please contact the staff expenses team on: (option 3) Or

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