TRAVEL MANAGEMENT SYSTEM EXPENSE CLAIMS Procedure

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1 TRAVEL MANAGEMENT SYSTEM EXPENSE CLAIMS Procedure

2 Making a claim: For your ease of use we have tried, wherever possible, to keep the format of the online expense form the same as the current paper form and we have tried to keep the process as simple as possible. From your GreyFleet home page or expenses homepage you can select the button marked Expense Claims. This selection will take you to the expense form. Expenses Home Page On the expenses home page you can manage Your Account by amending your personal details, including your manager s details and you can Add an Additional Employment if you have more than one job with the Trust (and more than one payslip) Additional Employment Some employees will have one or more ESR assignment numbers for more than one job. You can set up each assignment number with a different manager for each. The system will allow you to complete one form but the expense for each job will be split and sent to the appropriate manager to authorise. Select Open Expenses System to go to the Expense Summary or From your GreyFleet home page select Expense Claims

3 From the Expense Summary page you will have the ability to review all your current and previous submitted claims. You can also see those claims that have been submitted but not yet approved; this will enable you to progress the claim with your manager. There are three review menus: View Returns Waiting Submission These are the claim forms that you are currently completing but have not yet submitted. View Returns Waiting Authorisation When you submit a claim it will be moved from Waiting Submission to Waiting Authorisation and it will remain there until it is approved and signed off by your manager. If your manager does not accept every item of your claim but accepts some, the item declined will not be paid. The whole claim form will be transferred to your Returns Authorised menu and if you wish to resubmit the item you must include it on the next month s return. Once a claim has been submitted it can only be viewed; it can no longer be edited. View Returns Authorised You can view this menu and select any mileage claim that has been authorised in the past for your current vehicle. The claim cannot be edited or deleted after it has been authorised. Completing an Expense Claim: To create a new claim form, select the month and year of the claim and select Create Submission

4 Or If you have already created a return for that month select the month you wish to complete from the Returns Waiting Submission menu and Click here to view The form is designed to appear similar to the current paper form and the principles for completion are the same. You should be aware of the Trust s expenses policy so that you correctly select the right options. You should be aware that some expenses may be classed as taxable or non taxable and the onus is on the claiment to select correct one. Please seek advise if you are not sure what claims you can make. Complete all parts of the form starting with the date the expense was incurred

5 Use the calendar to select the date the expense was incurred If you have more than one job you can use the same form for each one. When you submit the claim the relevant expense item will be sent to the manager you set up against the assignment number in Additional Employment

6 Enter the Expense Type Select the most appropriate heading from the list. Note: You should be aware of the Trust s expenses policy so that you correctly select the right heading. You should be aware that some expenses may be classed as taxable or non taxable and the onus is on the claiment to select the correct one. Some Expense Types will require an Allowance Type to be completed to enable ESR to handle your claim correctly; you must select one of these options if the Allowance Type drop down box details Select.

7 Enter the Reason for the expense that you incurred Note: This will enable your manager to decide whether to approve the claim or not; therefore you should try to accurately describe the reason for the expense. It will also help if you can try to be consistent with your description; for example visit should read client visit or supplier visit and meeting should read health and safety meeting or team brief meeting etc. This will also help because you can sort the journey table by any heading. Note: If you have selected the remember text option on your internet browser the journeys you previously typed will be remembered by your PC. Enter the full amount that you wish to claim; do not use any currency symbols then tick to confirm that you have a receipt. The receipt value should match the claim. Use the free text Additional Notes box if you feel that it is necessary to support your claim.

8 When you have checked the expense item details select Add and the claim will be added to your list awaiting submission You can sort then headings on the form by clicking Date or Expense Type etc You can also edit the line by selecting the edit button on the left side of the expense. This will return the line to the fields above so that you can edit any field. You can also delete the line once it has been added by selecting the delete function on the right side of the expense. Some of the lines may appear in yellow but this is only to allow you to follow the line you are reading more easily and does not perform any other function. Save and Exit You can Save and Exit the form at any time. This action will save all the entries that you have made and these will be available the next time you return to add new expense items for the same month.

9 Submit the claim for payment When you have completed all the expense items for this month you can select the Submit for Authorisation button; this will take you to the declaration page. You must confirm that you read and Accept the declaration before the Submit for Authorisation button appears, if you do not accept the declaration the claim will remain in the Returns Waiting Submission menu and will not be sent to your manager. When you accept the declaration the claim will be submitted to your manager for approval. The manager s address will be the one you set up in your My Account page or, in Additional Employment when you signed up or if you have amended the page from your Home Page. Mr Knowles has submitted their expense claim for May 2010 and this needs authorisation before submission to the payroll department. 1. Please click on the link below to access the expense form for authorisation. Xo9ngA51so%2fB9AzK7%2bZC46trji8GNEHNdlS8qjM%3d&org=%2fWsPQE%2fI130 %3d 2. Please tick the receipt confirmed box if you have the receipt. 3. Please authorise or decline each expense item. 4. If you decline the expense claim, please provide a brief explanation in the comment box and it will be returned to the applicant. If you have any questions regarding this application or require further information please call Knowles Associates on or

10 At the same time the claim form will be transferred to the Returns Waiting Authorisation menu where you can progress the authorisation of the form. If your manager is not available, because of absence from work etc, you can assign a temporary manager s address by selecting Redirect Your permanent manager will also receive notification that you have used a temporary manager for approval and a record will be maintained in the Payroll Administration If your manager approves the claim it will appear in the Returns Authorised where it will be available to view at anytime. You can not edit or amend the claim once it has been submitted. Receipts You will no longer be able to attach your receipts to your claim form. It has been agreed that your manager, who authorises your online claim, will also file the receipts. Therefore, when you submit your claim you should place all the receipts in an envelope and mark it with the following information: Expenses for Your name: e.g. John Smith Date: e.g. September 2010 Please note the date should be the month for which the claim refers. Pass the envelope to your manager as soon as possible.

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