Knowles Associates Total Fleet Management Ltd. Website E- Expenses and Greyfleet Registration, Additional Jobs, Expenses and Mileage

Transcription

1 Knowles Associates Total Fleet Management Ltd Website E- Expenses and Greyfleet Registration, Additional Jobs, Expenses and Mileage Author: Lennon Carrington Approved by: Owner: Knowles Associates Total Fleet Management Ltd Creation Date: 05/12/2013 Last Updated: 06/01/2014 Version: 2.0 Page 1

2 Document Control Change Record Date Author Version Change Reference 05/12/2013 Lennon Carrington 1.0 First Draft 06/01/2014 Ria Holmes 2.0 To include new mileage layout Page 2

3 Contents Document Control... 2 Contents... 3 Registration... 4 Expenses Registration... 4 Greyfleet Registration... 6 Completing the Greyfleet Register... 7 Additional Jobs, Excess Travel, Study/Professional Leave Completing Expense claims Attaching receipts to claims Mileage Claims Page 3

4 Registration 1. If you do not use a vehicle at work and wish to claim expenses only, you will need to register on the expenses system, to do this please follow the instructions for Expenses Registration below. 2. If you have a lease car, an account will already exist for mileage and expense claims, if you do not have the log in details please contact us on If you use your own vehicle at work, you will be required to register on the greyfleet system to make mileage and expense claims. Please go to Greyfleet Registration on page 6 for details on how to register. Expenses Registration Go to and select Login Select Expenses Login Select Sign Up Page 4

5 Complete all fields and select Sign Up You will now receive an which details your username. The password you use will be the one you chose at the sign up stage. To log in to your expenses account go to select Log in, Expenses Log in and follow the log in process. When you log in to your account for the first time please go to Update my Account and complete the form. Please ensure the correct assignment number and manager s have been entered to prevent delays in the signing off and payment of your expenses. You will need to ensure your line manager is detailed as Medical Staffing, and your line manager s address is: medical.staffing@wsh.nhs.uk. The address needs to be accurate because an automated will be sent to the address you provide once you have submitted your expense claim. If the address is incorrect, Medical Staffing will not be able to authorise your claim. Page 5

6 Go to and select Login Greyfleet Registration Select Greyfleet Login Select Sign Up Complete all fields and select Sign Up Page 6

7 You will now receive an which details your username. The password you use will be the one you chose at the sign up stage. To log in to your greyfleet account go to select Log in, Greyfleet Log in and follow the log in process. Completing the Greyfleet Register Go to and select Login Select Greyfleet Login Enter your username and password and select Log in. Page 7

8 The first time you log in to your Greyfleet account you will be asked to read through the disclaimer and accept before continuing. Your initial Greyfleet Registration Status will be Not Submitted. Select Driver Registration to begin the process. Before you complete the register it will be useful to have the following to hand to speed up the registration process: Driving Licence Details Vehicle Details Insurance Details MOT Details (if applicable) Breakdown details Road Fund Licence expiry date Page 8

9 You will need to ensure your line manager is detailed as Medical Staffing, and your line manager s address is: medical.staffing@wsh.nhs.uk. The address needs to be accurate because an automated will be sent to the address you provide once you have submitted your register, asking them to authorise your register. If you do not provide the correct address you will delay your Greyfleet register. If you put down the incorrect address please contact us as soon as possible. Complete the register by completing the details on each page and selecting Continue to move on to the next page. At any time you can select Save & Exit and return to the application at a later stage. Once you reach the final page, select Accept to submit your application. If for any reason you have left mandatory fields blank, you will not be able to submit the application and will be advised which fields you need to complete. Once you have selected Accept, you will see the confirmation page below. Page 9

10 If you did not attach your documents at the application stage, you will need to take your driving licence and insurance certificate to Medical Staffing so that certified copies of the documents can be sent to Knowles Associates. Once your application is approved by Medical Staffing and your documentation received by Knowles Associates, your record will be approved via . Additional Jobs, Excess Travel, Study/Professional Leave Once you have completed your Expenses or Greyfleet registration, you need to add your Additional Jobs. Additional Jobs refers to both additional jobs you may hold within the organisation as well as any types of claims that need to be signed of by different teams such as Excess Travel, Study/Professional Leave etc Expenses system users will just need to log into their account. Greyfleet system users will need to log into their account. Once logged in, you need to select Expense Claims. Once you are on the expenses home page, you need to click on Add Additional Employment Page 10

11 You will then need to complete the required fields and click Add. Once added, please ensure they appear on the table. You will also have the option to Edit or Delete any current entries. Again, you must ensure you put the correct address, otherwise your expense returns will not be authorised. For guidance, please refer to the following table: Job Title Managers Name Managers Senior Study and Professional Leave Senior Study and Professional Leave Junior Study Leave Junior Study Leave Relocation Expenses Medical Staffing Interview Expenses Medical Staffing Excess Travel Medical Staffing Page 11

12 Completing Expense claims Log in to your account by going to login and selecting the appropriate log in. If you have logged into lease car or greyfleet, select Expense claims to be taken to the Expenses Home Page. If you have logged into expenses you will be taken directly to the Expenses Home Page Select Expense Claim to access your Summary page. If you wish to complete a new month s claim (for example October 2013), select the appropriate month and year from Create New Expense Submission and select Create Submission. You only need to create the month claim once and will be prompted by the system if you try to create it again. Once the claim form has been created, you can go back to it at any time prior to submission. You will find it in Returns Waiting Submission Page 12

13 You can now input all expense claims for the month by selecting and completing the appropriate fields. Example 1: If you incurred Parking Costs of 3.00 whilst attending an interview on 10 th October 2013 you would: Select 10/10/2013 for the Expense Date Select Interview Expenses from Select Job Parking Costs from Expense Type Enter Car Parking for interview as Reason for Expense Enter Cost as 3.00 Change Do you have a receipt? to Yes Attach the receipt (as explained on page 14) and select Add Item. Example 2: If you paid 100 in course fees so you could attend a Cardiology course on 15 th October 2013 you would: Select 15/10/2013 for the Expense Date Select the correct Study Leave job (Senior Study and Professional Leave for senior staff, Junior Study Leave for junior staff) from Select Job Course Fees from Expense Type Enter Cost for Cardiology Course in Reason for Expense Enter Cost as Change Do you have a receipt? to Yes Attach the receipt (as explained on page 14) and select Add Item. You can continue to add expenses for the month, or can come back to this page at any time to add further expenses. Page 13

14 Please note that you must click on Add Item after every expense claim. If you enter the claim details and click on Submit for Authorisation without clicking on Add Item first, the expense claim will not be added to your expense submission. Once you have completed all of your expense claims for the month, select Submit for Authorisation. Tick to accept the declaration and select Submit for Authorisation. This will submit your claims and take you back to the Expenses Summary page. Please note your expense claims must be submitted and authorised by the 5 th of the month in order to receive payment in the same month. Attaching receipts to claims As mentioned above, you will need to attach the relevant receipt to your expense claim. To attach receipts to your online claim, you will firstly need to ensure your receipt has been scanned and saved to your computer either as file type jpg, pdf or gif. Once you have done this, you will be able to attach the receipt to the claim. Page 14

15 When entering your expense details, change Do you have a receipt? to Yes, then select Attach. This will open an upload window. From here, select browse to open your computer s files. Locate where you have saved the receipt and select it before clicking on Open. Once you see the file name in Select receipt file to upload, select Upload. The system will then attach your receipt to your claim so that it can be viewed when being authorised. Page 15

16 Once the receipt has been successfully attached you will see Upload Successful next to Attach. You then need to select Add Item before moving on to the next claim/submitting for Authorisation. Your claim can only be approved when receipts have been received. Remember your claims must be submitted and approved by the 5 th of the month in order for payment to be processed. Page 16

17 Mileage Claims Once logged in to your account, select Mileage Claims. If you wish to complete a new month s claim (for example January 2013), select the appropriate month and year from Create a return and select Continue. You only need to create the month claim once and will be prompted by the system if you try to create it again. Once the claim form has been created, you can go back to it at any time prior to submission. You will find it in Returns Waiting Submission You can now input all mileage claims for the month by selecting and completing the appropriate fields. Please ensure you select the correct job/budget, otherwise authorisation will go to the incorrect person and will not be approved. Page 17

18 Example 1: If you did 15 miles excess travel on 10 th January 2013, you need to: Select 10/01/2013 from Date of Journey Choose Excess Travel from Job Select Excess Mileage from Journey Type Enter where you travelled from and to in From Postcode or Address and To Postcode or Address Once you have entered the addresses, click Calculate My Mileage If you travelled a different mileage from that which has been calculated (e.g. a diversion was in place), click on the tick box next to Amend if different route travelled, enter the correct mileage and add a Reason For Change Enter the Purpose of Journey If you carried passengers, select Yes next to Claim for Authorised Passengers. You then need to detail the number of passengers and their names in the pop-up boxes. Answer the question regarding an onward journey Once all the fields are complete, click Add Journey and check it appears in the table. Example 2: If you did a total of 50 miles travelling to and from a course on 15 th January 2013, you need to: Select 15/01/2013 from Date of Journey Select the correct Study Leave job (Senior Study and Professional Leave for senior staff, Junior Study Leave for junior staff) from Job Select Course from Journey Type Enter where you travelled from and to in From Postcode or Address and To Postcode or Address Once you have entered the addresses, click Calculate My Mileage If you travelled a different mileage from that which has been calculated (e.g. a diversion was in place), click on the tick box next to Change, enter the correct mileage and add a Reason For Change Enter the Purpose of Journey If you carried passengers, select Yes next to Claim for Authorised Passengers. You then need to detail the number of passengers and their names in the pop-up boxes. Answer the question regarding an onward journey Once all the fields are complete, click Add Journey and check it appears in the table. You can continue to add journeys for the month and select Submit for Authorisation once you have completed the month. You can Exit the form at anytime and return later to add more journeys. Please note that once you have submitted the claim form, you will be unable to submit another form for that month. Please ensure all journeys for the month have been added before submitting. When you have selected Submit for Authorisation, you will be taken to a declaration page. Please enter your odometer reading and select calculate. Before selecting to accept the declaration please ensure you have read and understood the statement. Once you have accepted the declaration you will be able to submit your claim. Page 18

19 If there is not an option available for the journey you wish to claim, please contact Knowles Associates for assistance. Please note your mileage claims must be submitted and authorised by the 5 th of the month in order to receive payment in the same month. Page 19