Online Expenses User Manual

Online Expenses User Manual

1.0 Activating your Tarpon Online Expenses Account Applying for a password a) Select the Register link (1). This will take you to a form where you can apply for an Online Expenses account. b) Enter in your email address or Contractor ID and choose a password. This password will be used to access the account in the future. c) Once you have chosen your password and selected the Register button, you will be emailed your Contractor ID, Activation code and a link to the Activation Form. *Note: the email address must be the same email address as the one held on the Tarpon system. Activating your Online Expenses Account a) You can access the form by selecting the Activate button (2) on the top of the login page. You will also be sent an email with your activation code. b) To Activate your account enter in the following details on the Activate Form: Email Address Password (This is the password which you have chosen) Activation Code (This will be emailed to you) Login to your Online Expenses Account a) Go to the login form by selecting the Login Page button. b) Enter your Contractor ID or email address and your password (3). 3 1 2

2.0 Using Tarpon Online Expenses Once you have activated your Online Expenses account you are now ready to start using the system. a) After logging into your account you will come to the Welcome Page. This page explains that the new Online Expenses system will be taking the place of the current spreadsheet system. b) To start entering Expenses click on the Claim Expenses button (1) at the bottom left of the page. This will take you to the Tarpon Online Expenses Calendar. 1

Tarpon Online Expenses Calendar Online Expenses has been designed using a calendar format for ease of use. Simply click on the day that you want to claim your expenses for and enter the amounts into the appropriate fields. a) Click on the day that you wish to claim expenses (1). This will take you to the main input form for your daily expenses. Please refer to Appendix 1 for a detailed breakdown of the expenses form. b) Continue to fill in the Expenses Form remembering to select UK (non-london), UK (London) or Non-UK from the drop down box at the top of the form. This changes the levels of dispensation, which you are able to claim depending on your location. c) If you incur the same expenses each day please select the check boxes at the bottom of the form to carry forward the same amounts to following days. d) Once you have filled the form in select the Submit Query button (2) at the bottom left of the form. e) After submitting the expenses you will be taken back to the calendar form. From here you can enter in Additional Weekly expenses for example hardware purchased, phone bills, private mileage, VAT and other expenses. 1 2

Additional Weekly Expenses a) To enter additional expenses for example hardware purchases, private car miles and business phone calls. Select the weekly column on the calendar page by clicking on the 0.00 values (1). b) Enter in the car speedometer readings from the beginning of the week to the end of the week. c) If you are claiming business calls please enter the amount in the Business Calls field. d) If you have incurred miscellaneous expenses please enter the total amount in the Other business expenses field. You will still need to send the receipts to Tarpon. e) After completing the form please select the Submit Query button (2) at the bottom of the left of the form. This will take you back to the Calendar view. 1 2

3.0 Signing Off your Expenses Once you have completed your weekly expenses and you have checked that they are correct the next step is to sign them off so that Tarpon can approve them. a) On the calendar you will be able to see the total amounts that you are claiming per day and overall. If you need to amend any details you can click on the appropriate day and change any of the expense amounts. Once you have signed off your expenses you will not be able to change any amounts. b) To sign off your expenses select No (1) in the signed off column. This will take you to the sign off form. 1

c) Check that the expense summary is correct. d) If you have submitted any expenses that require receipts (phone bill, public transport, hardware/software purchases etc) you must tick the relevant boxes that are in bold. e) If you are claiming for Other amounts then you will need to print off one of the rationale documents, sign it and send it to Tarpon. To do this click on the [doc] symbol. Purchase Rationale: For all Other expenses apart from membership or subscription fees. Subscription Rationale: Only for membership or subscription fees. f) All receipts must be posted to Tarpon before expenses are approved. The receipts must be posted along with the completed Tarpon receipt form, which you can access by selecting the [pdf] symbol next to the appropriate check box. g) Once all check boxes have been selected you then need to select the declaration box. You will see a pop up message with the declaration. Please read it. h) After agreeing to the declaration you are now ready to select the Confirm button at the bottom left of the form. Your expenses are now signed off. You will NOT be able to change the amounts. The expenses will be approved once all receipts have been received. i) A date will be displayed in the approved column once the Tarpon expenses team have approved your expenses.

Appendix 1: Expense Form Breakdown 1) London Weighting: Employees who are working in central London need to select the relevant status. This will change the maximum default values which have been set by the Inland Revenue to the Central London, out of London or overseas. 2) Accommodation: In the Type field please select the correct living status from the drop down list. This will either be: Bed and breakfast (this includes hotels) Home Staying with friends Amount: The amount will automatically show the maximum nonreceitable amount as default. If you are claiming less please just delete the default and enter in your amount. 3) Meals: Enter the time you left for work and the time you got back from work. Breakfast, Lunch, Evening Meal: The maximum amounts will be displayed in the fields. If you wish to claim less please change accordingly. 4) Accommodation Post Code: Enter the postcode of your home or the postcode of the hotel from which you travel. Destination Post Code: Enter the postcode of the site, which you have travelled to. If there is more than 1 site please separate postcodes with a comma. License Plate: You must enter a valid license plate of the vehicle that you used for the journey. Total Business miles: Input the total number of business miles that you have incurred on that day. Public Transport: Enter in the total amount of all public transport.