TRAVEL MANAGEMENT SYSTEM MILEAGE CLAIMS Procedure

Transcription

1 TRAVEL MANAGEMENT SYSTEM MILEAGE CLAIMS Procedure

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3 Making a claim: For your ease of use we have tried, wherever possible to keep the format of the online mileage form the same as the current paper forms and we have tried to keep the process as simple as possible. From your homepage select the button marked mileage claims, this will take you to the mileage reporting summary page. Mileage Reporting Summary Page On the mileage reporting summary page you have the facility to review all of your current and previously submitted claims. You can also see those claims that have been submitted but not yet approved which will enable you to progress the claim with your manager. You can also analyse your monthly business and private mileage totals.

4 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. Once approved it will move to Returns Authorised. If your manager does not accept your claim it will be declined and returned to your Waiting Submission menu for you to amend and/or delete journeys as necessary. Note: Once a claim has been submitted it can only be viewed; it can no longer be edited. View Returns Authorised You can use this menu to view any mileage claim that has been authorised for your current vehicle. The claim cannot be edited or deleted after it has been authorised. Completing a mileage claim: Select the month return 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.

5 Complete all parts of the form starting with the date that the journey was completed. Use the calendar to select the date of the journey

6 Enter the Details of where your journey started in From and where your journey ended in To You can use key words here to automatically populate the form, e.g. home, base, last etc. The Home and Base words will insert your full home and base address and Last will insert the last place you visited. Note: If you have selected Forms in the autocomplete settings in the Internet Options Content tab on your internet browser the journeys you previously typed will be remembered by your PC. See last page below. Enter the number of miles travelled between the From and To locations Note: You must record the actual distance you travelled between each location or the approved mileage if there is an agreed matrix in use.

7 Enter the Purpose of Journey 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 journey. 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 etc. This will also help because you can sort the mileage table by any heading. Select the journey type This will normally be Official Business Other journey types can be selected depending upon the reason for the journey e.g. cross site The selection will determine the mileage rate that you will receive and how it will be taxed by HMRC. For example in-house training is paid at the public transport rate and is taxed on the full amount but official business is paid at the AFC rate that has been agreed with your manager e.g. casual user rate.

8 When you have completed the entry select Add Journey and the journey will be transferred to the table. You can sort the form by clicking any of the headings e.g. Date, From You can also edit the line by selecting the edit button on the left side of the journey. This will return the line to the fields above so that you can edit any field. This may be necessary if your manager declines to sign off the claim for any reason. You can also delete the line once it has been added by selecting the delete function on the right side of the journey. 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 will be available the next time you return to add new journeys.

9 Submit the claim for payment When you have completed all the journeys for this month you can select the Submit for Authorisation button; this will take you to the declaration page. You must now enter the current mileage reading from your car s odometer and select the calculate button to calculate the private miles. You must confirm that you have read and accept the declaration before the Submit button appears, if you decline to accept the declaration the claim will remain in the Returns Waiting Submission menu and will not be sent to your manager. Declaration 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 when you signed up or if you have amended the page from your Home Page. At the same time the return 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. However, your permanent manager will also receive notification that you have used a temporary manager for approval and a record will be maintained. When your manager has approved the claim it will appear in the Returns Authorised menu where it will be available to view at anytime. However, you cannot edit or amend the claim once it has been submitted. If you have any problems with the system or require any help please call and a member of our team will be pleased to help.

10 How to activate the remember text function To make data entry easier windows can remember the information that you have previously typed in and automatically fill in for you. You can delete this information at any time. To change AutoComplete settings follow the procedure below 1. In Internet Explorer, click the Tools button, 2. Click Internet Options. 1. Click the Content tab. Under AutoComplete, click Settings. 1. Select Forms 2. Click OK twice