Transcription

1 On line expense system anyone who is an essential user, an authoriser (whether or not they claim mileage) or who claimed via CT 325 need to register if you don t then you won t get paid. Log in page: If you have already registered for on line pay slips then you do not need to register again as it is all in the same system. Log in this takes you to the next screen

2 Go to Online Expenses You will see various options in the left hand column you will also see that Authorisers (Manager Options) have more options to chose from. So someone who is not an authoriser will not see this part of the menu.

3 Once you are in the system you need to add your authoriser it is necessary for authorisers to register on the system even if they do not claim expenses. In the Surname box enter the surname of your authoriser you cannot authorise your own claims and click search

4 When the list is displayed click the set button next to your chosen authoriser please be careful that you chose the correct person as there may be more than one option especially on common surnames Before you can claim anything your vehicle details have to be entered and authorised by either your authoriser or a person delegated by them to authorise vehicles. Go to the Vehicles screen and enter details of your vehicle(s) The next screen needs the details entered

5 Once you have entered the details click the save button and then take the V5 and insurance docs to your claims authoriser for checking.

6 Authorisers are able to delegate responsibility to do this - you need to go into the Delegate screen and then to the vehicles screen

7 To add a new delegate you need to know their computer log in name rather than their actual name: You can also set a delegate to authorise claims for instance if you are on holiday.

8 Once you have registered, set your authoriser, completed your vehicle details, had your insurance documents checked then you are ready to start claiming. Go to the claims section in the screen You will see from here that the end of period dates are listed. The status tells you where your claim is up to in the process so there will be no need to ring pay services to check whether or not they have received the claim you will be able to check from here. To create a claim click on the period end date that your claim relates to and the screen will be displayed showing two types of claim travel and incidental. Travel is for mileage and subsistence claims incidental is for parking expenses.

9 For the travel claim click the link If you have entered your car details they will be shown in the drop down box.

10 Complete the details; all fields are self explanatory the Objective code should be left blank unless you are working for a different department. Miles should be in whole numbers the system will not accept decimals please round down mileage. At the bottom you will see three options one to save and go to claim summary one to save and go to a new duty and one to delete. If you have completed the details and there are no more to enter then the save and go to claim summary should be clicked if you have more to enter then the save and go to new duty should be clicked (you will get the same screen again) and the delete button does what it says! It is the responsibility of the claimant to retain VAT receipts for petrol for a 3 year period this is the employees not the employers responsibility. If the Council has a VAT inspection then these documents may be requested. The same is correct for car park tickets, bus or train tickets they must also be retained for a 3 year period.

11 To claim car park expenses you need to go into the incidentals claims Again the screen is self explanatory. Once you have completed your claims for the month you then need to submit them to your authoriser. Please note that you will not be able to submit claims

12 over 3 months old these need to be authorised by a Chief Officer so please do not save your claims up to submit all in one go. At the beginning of the month authorisers need to check to see if there are any claims that require authorisation by going into the authorise claims section This will show a list of claims that require authorisation authorisers have the option to authorise or reject the claim if a claim is authorised it goes to pay services who then deal with it. The authoriser has to check that the claim is valid and is correct this will not be done by Pay Services. A claim can be rejected and there is a opportunity to put notes on why it is being rejected. There will also be an round to authorisers if there are outstanding claims for authorisation about 5 days before the deadline for processing.