Core Portal Claimant User Guide Core Expense 1
1 CONTENTS 2 Logging onto the system... 4 3 Payment... 5 3.1.1 Payslips... 6 3.1.2 P60s... 8 3.1.3 PRD60s... 10 3.1.4 Important Dates... 11 4 Entering and Managing Expense Trips... 12 4.1 Entering A Mileage Trip... 15 4.2 Entering A Subsistence Expense Trip... 16 4.3 Entering An Expense Item requiring a receipt... 18 4.4 Entering An Expense Trip paid by the Company (Credit Card)... 21 4.5 Entering A Foreign Expense Trip... 22 4.6 Entering An Expense Trip- Travel with Higher Grade... 23 4.7 Entering An Expense Trip- Submitting For Approval... 24 4.8 Entering An Expense Trip For a Third Party- Proxy Claimant... 25 4.9 Troubleshooting... 27 4.10 Managing previously created Expense Trips... 28 5 Advances... 30 5.1 Entering Advances... 30 6 Remittances... 32 7 Claimant Cars... 34 7.1 Entering Claimant Cars... 34 7.2 Editing Claimant Cars... 35 2
7.3 Managing Claimant Cars... 36 8 Rates Lookup... 37 8.1 Looking Up Mileage and Subsistence Rates... 37 9 Bank Details... 39 9.1 Changing Bank Details on Core Portal... 39 10 Entering Overtime Claims... 41 10.1.1 Overtime Claim Screen Selection... 41 10.1.2 Completing An Overtime Claim... 42 10.2 Miscellaneous Claims... 44 10.2.1 Completing a Fixed Rate Allowance Claim... 47 10.2.2 Completing a Night Duty Allowance Claim... 48 10.2.3 Completing a Value Allowance Claim... 49 11 Logging Out... 50 3
2 LOGGING ONTO THE SYSTEM The first time an employee logs onto the system they will have to self-register a separate document will be circulated to describe this process in detail. For subsequent log on s to the system username= email address and password = the password generated during self registration. It will be possible to retrieve lost passwords (this will be outlined in the Self Registration document) 4
3 PAYMENT When an Employee logs on to Core Portal they will automatically be directed to the Core Portal Pay Tab In this page it is possible to view Payslips, P60 s, PRD60 s, view current Tax details and find out how many days to paydate. It is also possible to use the What if Calculator for Shorter Working Year, Work sharing and Parental leave. If you are an approver, upon login you will automatically be directed to your Managers Dashboard. To view your Employee Dashboard, click on Dashboards and select Employee Dashboard. 5
3.1.1 PAYSLIPS On the landing page the four most recent payslips are available by clicking on the relevant date / payslip on the left hand side of the Recent Payslips section of the screen: Historic payslips can also be viewed by clicking on the Magnified Glass within the Recent Payslips section. This will display previous payslips available on the system, displaying a screen similar to the following: Clicking the View Payslip option or the Full Payslip button on the Recent Payslips button section for that particular payslip, will display the payslip for the selected period: 6
Pressing the Print Payslip button on this screen will allow you to print the payslip 7
3.1.2 P60S P60s are available for previous years in both Irish and English. To view P60s in Irish click on the button highlighted below To print a P60 click on the relevant year and the following screen will be displayed detailing all the relevant P60 details. 8
To print the Standard P60 document click on the Generate P60 and the document similar to the document below will be displayed and may be printed. 9
Historic P60s can also be viewed by clicking on the Magnified Glass within the Recent P60s section. This will display previous P60s available on the system, displaying a screen similar to the following: Click on View P60 as highlighted to print previous P60s. 3.1.3 PRD60S The most recent PRD60 documents can be viewed by pressing the relevant button next to the document in question: 10
To view historical PRD60 Documents click on the Magnified Glass and this will display all of the PRD60s that are available for viewing. 3.1.4 IMPORTANT DATES This will give a countdown to the number of days to paydate. 11
4 ENTERING AND MANAGING EXPENSE TRIPS Click on the Expenses tab 12
Click on New 13
The following pop up box will appear. When entering a Claim for the first time you must select Cost Centre, Analysis 1 and Analysis 2. For each subsequent claim these fields will populate automatically. Populate the Dates, Description (Please use plain text in this field Errors will appear if Symbols are used e.g. Brackets,, etc.) and Approver cells and press SAVE. This will create the expense report header. Click on This will give you the following screen. Payment By Me will automatically be selected. Select Company if the Expense has been paid by the Departments Credit Card. 14
4.1 ENTERING A MILEAGE TRIP Type Mileage in the Expense Type cell and fill in the rest of the relevant details. Should you wish to verify the exact mileage there is a link to AA Routeplanner below. Complete the unpopulated cells (Expense Type/ Code, From & To location, Times & Description) with the relevant expense information. Press SAVE if it is the only expense item for the trip. If you want to enter another expense item for the same trip press 15
4.2 ENTERING A SUBSISTENCE EXPENSE TRIP Complete the Dates, Times, To and From Locations and Description. Then press Generate Subsistence. This will calculate the number of overnights/10 hours/ 5 hours that the Claimant is entitled to for the trip. The Expense Type cell must be left blank in order to Generate Subsistance. It is possible for the Claimant to reduce the amount of Subsistence claimed, however it is not possible to increase the amount claimed above the permitted amount. If the claimant wants to claim the conference rate or 50% rate of Subsistence as opposed to the Standard rate, click on the Widget to the right of the overnight Rate line as circled below. 16
Click on View/Update. The screen below will pop-up and the Claimant will be able to select the type of subsistence rate they want to claim. They should then press Options, Save and Submit their Expense Claim. 17
4.3 ENTERING AN EXPENSE ITEM REQUIRING A RECEIPT Specific expense codes will require receipts. When such expense codes are chosen the following message will pop up. Should a Claimant wish to Submit their receipt separately they can Press Save at this stage. 18
Otherwise they can select Receipt available to upload At which stage they must enter a description and attach the receipt (Browse to the location the receipt is saved in by clicking on the paperclip). 19
Alternatively, one can choose to select no receipt available but a reason for the missing receipt will have to be noted before pressing SAVE. 20
4.4 ENTERING AN EXPENSE TRIP PAID BY THE COMPANY (CREDIT CARD) When entering the Expense Trip Detail ensure that the Payment by company indicator is selected as below. Once all the details are entered and SAVE is pressed. The Expense trip will be marked as already paid. 21
4.5 ENTERING A FOREIGN EXPENSE TRIP When entering the Foreign Expense Trip Detail ensure that the Foreign indicator is selected as below. Enter the Expense Details as normal, entering the value in the local currency and selecting the foreign destination in the location section. This will identify the currency rate from the system that should be used to convert the local currency back into euro. 22
4.6 ENTERING AN EXPENSE TRIP- TRAVEL WITH HIGHER GRADE When entering an Expense report the person of Higher Grade with whom the claimant is travelling with needs to be selected. Click on Additional Options to select Higher Grade. This will allow the claimant to claim the Subsistence rate of the higher Grade Officer. Click Save. 23
4.7 ENTERING AN EXPENSE TRIP- SUBMITTING FOR APPROVAL Once all Expense items have been entered you should press the Submit button. This will send the expense trip to the selected approver for approval. Please note your selected approver must have Registered on CorePortal in order to approve your claim. The following Pop-up will appear (if parameter is turned on) Click to read the terms and conditions and then press YES. 24
4.8 ENTERING AN EXPENSE TRIP FOR A THIRD PARTY- PROXY CLAIMANT Some claimants may enter claims for other employee s to do so. Go to Administrator Dashboard Click on the Expense Tab then on the Widget Click on Manage Expense and the following pop-up will appear. Click on New Report 25
Select the relevant Claimant that you want to enter the expenses for, complete the Expense Trip as normal and click on Notify Claimant. The Claimant who is seeking reimbursement of the expenses must log onto their Core Portal and submit the completed claims to their approver for approval. 26
4.9 TROUBLESHOOTING If you get the following message when you Press SAVE Press OK. The Errors will be highlighted in red. These cells should be amended. Once this is completed Press SAVE. In the example below the Amount cell needs to be completed before the expense trip is saved. If you are happy that all the expense items for the trip have been entered. Press Submit. 27
4.10 MANAGING PREVIOUSLY CREATED EXPENSE TRIPS Should you wish to make any subsequent changes to the Expense Report. Click on Manage/ All Expense Reports You will get a list of expense reports 28
To edit click on the Widget icon and choose the relevant menu item. Save and Submit after making changes. It is also possible to click on the different types of expense reports on the pie chart to filter down and see the details. To delete an expense claim select delete. 29
5 ADVANCES 5.1 ENTERING ADVANCES In the Expense Screen click on +NEW in the My Advances section. A pop up will appear. Select correct Advance Type, enter reason for advance, applicable dates (Note the Repayment Date should be the expected End date of the Trip the Advance is being Submitted for) and amounts and select the relevant Approver. Press Submit. 30
This will now appear in the expense dashboard, as submitted- awaiting approval. 31
6 REMITTANCES Recent Remittance Advices are available on the Employee Screen (Dashboard). Clicking on the description will bring up a screen similar to the following one: The Remittance Advice can be printed from here. Should the Claimant require a historical Remittance advice they should click on the Magnified Glass as highlighted below. 32
A screen similar to the following one will appear; by clicking on the magnified glass the Claimant will see a full description of the Claim details in a printable format. 33
7 CLAIMANT CARS 7.1 ENTERING CLAIMANT CARS In the Settings tab in Core Portal click on the My Primary Car Widget icon. Select Create Car. Complete the Pop up box with the relevant details and press SAVE. This will send the Car details for your approver for approval. 34
7.2 EDITING CLAIMANT CARS If you want to change the Primary Car; click on the widget icon and select Manage My Cars. This will give a list of all the Claimant s Cars. Click on the Widget icon beside the relevant car. This will give you several options. If you select Edit the pop up screen below will appear. You can change any of the car details and press SAVE this will send the revised Car details to your approver for approval. 35
Cars can also be deleted, viewed or edited from this widget icon. 7.3 MANAGING CLAIMANT CARS If you want to make a certain car your Primary Vehicle- the one which mileage claims are automatically costed using- click on Make this my Primary vehicle. To see how much mileage was applied to the selected vehicle select on the Mileage History and you will get a list of all claims. 36
8 RATES LOOKUP 8.1 LOOKING UP MILEAGE AND SUBSISTENCE RATES The Rates Lookup screen in Core Portal in the Settings tab; offers a facility for the claimant to look up both domestic and foreign subsistence and mileage rates Select the subsistence/ Mileage expense item, date and region where the expense was incurred. Press SEARCH. 37
A pop up screen will appear. This will give a list of subsistence rates. These can be further refined by Scale Class and Exception. 38
9 BANK DETAILS Core Portal allows employees to maintain or change their bank details. Bank account details are held for both Pay and Expense payments. 9.1 CHANGING BANK DETAILS ON CORE PORTAL In the Settings tab there is a Bank Accounts Widget. If you click on the Expense bank account details. The following screen appears You can update the IBAN number and BIC details; you will need to confirm the IBAN number and tick the declaration before pressing save. 39
Once SAVE is pressed the employee will be prompted to enter their password before the new bank details will be saved. 40
10 ENTERING OVERTIME CLAIMS Overtime Claims may also be claimed on Core Portal. 10.1.1 OVERTIME CLAIM SCREEN SELECTION To Claim Overtime select Other Products on the top right hand side of the screen Click on Overtime. The following screen will appear In this screen you have the option to Create a New Overtime Claim, View Outstanding Overtime Claims and see where in the process your previous claims are- pending approval, rejected, approved or included in the pay run. 41
10.1.2 COMPLETING AN OVERTIME CLAIM To create a new Overtime Claim click on Create New Overtime Claim as highlighted below. The following screen will appear 42
Click on the date relevant to your Overtime Claim and the following screen will pop up The next step is to select your Approver and Checker details. To do this click on the Magnified glass beside the Checker Cell enter the forename and surname of your checker and press search. Once the relevant name appears in the list of approvers click on it and press close. 43
It is the same process for the approvers, click on the magnified glass, enter your approvers forename and surname press search, then click on the name once it appears on the list and press save. The next step is to fill out the reason for the overtime, (the reason for overtime can be input to include the times worked each overtime night if required) Then the number of hours of overtime worked must be completed the declaration ticked and the Submit for Approval button should be clicked. This will send your overtime to your approver for approval. 10.2 MISCELLANEOUS CLAIMS Three types of Miscellaneous Claims may be entered in Core Portal where applicable to the Employee Fixed Rate Allowances Night Duty Allowances Value Allowances Miscellaneous Claims may be entered under Other Products/ Miscellaneous Claims 44
Clicking on this option will bring up the screen below This screen will list any previous Miscellaneous Claims and their current status- Submitted/ Approved/ Rejected/ Paid. 45
Clicking on the Create New Items button as highlighted on the screenshot will enable the Claimant to enter their Miscellaneous Claim, the following pop-up screen will appear. At this point you select what type of Claim you want to enter and Press Confirm. 46
10.2.1 COMPLETING A FIXED RATE ALLOWANCE CLAIM For a Fixed Rate Allowance Claim you need to enter your approver, whether Point 1, 2 or 3 is relevant, the dates involved and a Description. You then have the choice to Submit for Approval or Save until later. You must tick the Terms and conditions declaration before pressing Save when submitting for Approval. Start Date and End Date for On Call Allowance only: If you selected On Call Allowance as the claim type, the date selected in the Start Date field should be Monday s date during the week when you were on call. The date selected in the End Date field should be Sunday s date during the week when you were on call. 47
N.B. Monday and Sunday should always be selected as the start and end dates, regardless of whether you were on call for the full week or not. E.G. If you were on call for a Saturday only, the previous Monday should be selected as your Start Date, and the following day, Sunday, should be selected as the End Date. 10.2.2 COMPLETING A NIGHT DUTY ALLOWANCE CLAIM When claiming a Night Duty Allowance the following screen will appear The Claimant will need to select their approver from the list, they will also need to select the type of Night Duty Allowance they are claiming as evident from the screenshot there are four different types- Basic, time + ¼, Time + ½ and Double Time. Additionally the Claimant will also need to enter the relevant dates for the claim, a description, cost centre, tick the Terms and Conditions declaration and select to save or submit for approval. 48
10.2.3 COMPLETING A VALUE ALLOWANCE CLAIM Again the first step is to select the relevant approver from the dropdown list. There are numerous different Value allowances that may be claimed where appropriate among them- On Call Allowances, Shorter working year Public Holiday, Work sharing Extra Attendance. A full list will appear in the dropdown list. The Claimant must then input the number of units they wish to claim along with the Date and Cost Centre that the Claim relates to (Cost Centre = Income Tax Policy in the example in the screenshot). The next step is to complete the description field, select Save for later of Submit for approval, click on the Terms and Conditions declaration and press Save. 49
11 LOGGING OUT Click on your user name and select log out from the dropdown list. 50