Approving Stipend Claims

Transcription

1 Approving Stipend Claims 3 Simple Steps For Approval Process : 1. Approve or Reject daily claims 2. Forward the claim form to Office of Finance (if all claims are approved) or send claim form back to NTU PRS for amendments (if there are any claims that are rejected). 3. Track claim form status This manual will attempt to go through with you the approval process. STEP 1 : APPROVE / REJECT CLAIMS Below is the Menu to the system. To start approving claims submitted by your NTU PRS, select on the Approve Claim Forms radio button and click the [OK] button. There is also a message informing you the number of forms pending your approval/submission to Office of Finance, located at the bottom of the menu.

2 After clicking on the Approve Claim Form option, you will be displayed with a list of claim forms pending your approval or submission to Office of Finance, as shown below. To view the project details, click on the Project ID. To begin your approval process, click on the Claim Form Number or on the action link, Please Approve Claims. You will now be shown the details of the submitted claim form. The claim form is made up of claims entered by your NTU PRS for each day s activities. Please note that, there can be more than one entry per day. Please also note that all status before approval or rejection are set to Pending Approval. You are required to approve each individual entry before being able to submit the claim form to Office of Finance for processing to the bank. If there are any claims that you dispute, you can reject that particular claim. All rejection need to be justified and reasons are to be given in the text box provided. Please refer to the diagram below.

3 To make your approval process easier, we have included a View All link where you can list all entries for the claim form. There is also a link at the bottom of the form where you can Approve All entries. By clicking on the Approve All, all entries status will be set to APROVED.

4 To reject any claim, click on the Reject link associated with the claim. You will now be shown with the screen below. Enter your reasons for rejecting this claim in the text box provided. This reason can be viewed by your NTU PRS and he/she will then make necessary changes to rectify the claim when you return the form back to him/her. Note that, the Claim Form status will be shown as REJECT if there is at least one reject claim and to be sent back to the NTU PRS for them to rectify the claim.

5 STEP 2 : Forward Claim Form To Office of Finance OR Return Form Back To Your NTU PRS Once you have approved all claims, go to the main menu. Choose the option STEP 2: Forward Claim Form. You will be shown with the following page. If the claim form status is APPROVED, you can now submit the claim form to Office of Finance for further processing. If the claim form status is REJECT, you have to send the claim form back to the NTU PRS for rectification. After he/she has done the necessary modification to their claims, they will re-submit the claim form to you. Proceed with the approval as explained earlier. Click on the Action link to forward the claim form to Office of Finance or back to your NTU PRS for rectification.

6 STEP 3 View Claim Form Status To view the status or history of claims submitted to you by all your NTU PRS, click on the View Claim Form Status radio button on the menu. The following screen will be displayed. This screen list all NTU PRS currently attached to you and the total amount of stipend claim paid to him/her todate. Click on the Matric number to list all claim forms submitted/pending submission.

7 The following screen will be displayed. This screen shows all the claim forms pending submission or submitted to you by your NTU PRS. Click on the claim month to view the claim details. Here you can only view all entries entered by your NTU PRS. To exit, click on [Main Menu] link.