How to search for a draft travel & subsistence claim

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Marilyn Hunt
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1 How to search for a draft travel & subsistence claim Background Sometimes you may have been entering a travel & susbsistence claim, saved it in Draft mode, and logged off to return to edit the claim at a later stage. This document details how to retrieve a draft claim, edit it, submit for approval and print a copy of the claim for posting to the Payroll and Expenses Office. Note: This is a different scenario than searching for and checking the status for a claim that has already sent to the approver (a claim that has been saved as Ready ). For this scenario please refer to How to check status of an active travel & subsistence claim. Quick Guide 1. Log in to travel and subsistence online: 2. Search and display all your claims. 3. Choose the claim that you had saved as Draft mode. 4. Edit the claim. 5. Submit your claim for approval by saving as Ready. VERY IMPORTANT 6. Print out your claim. 7. Submit claim printout, along with any receipts required, inside an official NUI Galway expense claim envelope and post to the Expense Office, NUI Galway. Please insert only one claim per envelope. Note: Failure to adhere above could result in significant delays in processing the claim.

Note: This is a different scenario than searching for and checking the status for a claim that has already sent to the approver (a claim that has been saved as Ready ).

1. Log in to travel and subsistence online: - Click the link https://agresso.nuigalway.ie/agresso/system/login.

2 1. Log in to travel and subsistence online: - Click the link - At the login screen enter the following and click Login: User name: Client: Password: Enter your six digit payroll number Enter U1 Enter your travel & subsistence (Agresso) password

aspx - At the login screen enter the following and click Login: User name:

3 2. Search and display all your claims. - click Time and Expenses from the Menu Bar - In the Time and Expenses menu click Travel Expenses - This opens up the claim entry form in the right hand pane but you can also search for your active claims here.

Expenses menu click Travel Expenses - This opens up the claim

4 - Click on the open button How to search for a draft travel & subsistence claim

5 - After clicking open, In the resulting Field Help screen all of your current claims are displayed. You can search by Transaction number or date or text or destination. And click on the Filter button

6 3. Choose the claim that you had saved as Draft mode. - The results produced display ALL your claims ( Draft and Ready mode) - Double click the Draft claim you want to edit. Note: You will NOT be able edit a claim that has already been saved as Ready.

Ready mode) - Double click the Draft claim you want to edit.

8 4. Edit the claim. - Confirm the claim you selected is in Draft mode. - Edit the claim as normal. 5. Submit your claim for approval by saving as Ready - Change the claim status from Draft to Ready. - Click the Save button on the bottom left. This will submit your expense claim for approval. - A green notification is then displayed at the top of the on screen with a Transaction number. - You should make a note of this number. VERY IMPORTANT To complete the process you MUST print off a copy of the claim form and include it along with any receipts in the NUI Galway Expense Claim Envelope.

This will submit your expense claim for approval. - A green notification is then displayed at the top of the on screen with a Transaction number.

9 6. Print out your claim To print a copy of your claim form click the Print Preview button print the resulting claim form. and

10 Sample Claim Form How to search for a draft travel & subsistence claim Note: In most cases physical signatures are not required despite a line for it being present on the form. This is up to the approver.

signatures are not required despite a line for it

Log Off Travel and Subsistence Once you are ready you can now log off via the Agresso Main Menu on the top right. From the main menu you can then select the Logout button 7.

11 Log Off Travel and Subsistence Once you are ready you can now log off via the Agresso Main Menu on the top right. From the main menu you can then select the Logout button 7. IMPORTANT: Submit claim printout, along with any receipts required, inside an official NUI Galway expense claim envelope and post to the Payroll and Expenses Office, NUI Galway. Please insert only one claim per envelope. Note: Failure to adhere above could result in significant delays in processing the claim.

IMPORTANT: Submit claim printout, along with any receipts required, inside an official NUI Galway expense claim envelope

Claim Travel Types: Explanatory Note

Claim Travel Types: Explanatory Note How to submit a travel and subsistence claim 1. Log in to travel and subsistence online: https://agresso.nuigalway.ie/agresso/system/login.aspx 2. Fill out the online claim form in Draft mode, (important)