Manager User Guide (Expenses)
Contents
1. business purpose please provide the name of the conference you attended submit Cancel Version 4 Date of Issue July 2014 Www2 mmu ac uk myhr2. receipts before they are sent to Payroll in line with the policy in place within your department The dates must correspond to the trip dates unless there is a good reason why not for example a hotel paid in advance HMRC rules stipulate that credit card and debit card slips and bank statements are not acceptable as receipts Employees who submit these should have their whole claim returned for amendment Expenses will be reimbursed in the first available payroll after both the following have been met o Manager approval via myHR o Where applicable original receipts and Expense Summary Statement received and checked by Payroll My Staff gt Overview My Tasks and Approvals Full Screen Options Services Home Overview My Tasks and Approvals Team Viewer Workflow Tasks Notifications 3 Work tems 0 Time Management Working Time Approval 1 Leave Approval 3 Team Leave and Absen Task Monitoring Current Month 0 Next Month 0 Previous Month 0 re Trips for approval Expense Reporis for Approval 3 My Tasks and Approvals Trips for approval Expense Reports for Approval View MMU na Approve Reject Export Ki Um Employee Start Date End Date Total Cost Currency Submit Status Assigner Attachments Miss Jennifer Lawrence 10 02 2014 10 02 2014 1460 GBP First Submission Dr David Boreanaz Add Miss Jennifer Lawrence 03 03 2014 03 03 2014 480 GBP First Submission Dr David Boreanaz Add Mi
3. Manager User Guide Expenses Human Resources Financial amp Legal Services Contents VC N tim a E O UE IA 3 Policies oo AAA E ON E 3 aso e A lO DD RD OR RR E CORRE DD ER DD 3 FOD e 5 A dem pi E A E 3 a orto siri indies ia dra o OU A 3 Manager Sell Service ESS Jamones 4 EGO e PO IN E OO E eee er 4 TRES HOMO PACO restan litis 5 Belo VOLS ii ii E E E A EA 5 Cost Centre WBS Charging Assignment c er eeere ee eere eae re narra narra narra narra aan re nan enanado 6 A thorising expense ClalMS sicir a cdas 6 Paral ONO VA esser RR E EEEE EEEE RR A RR RD RPA ES 7 nailon 7 Overview Employee Self Service ESS and Manager Self Service MSS provides managers and staff with the ability to update personal details view payslips and book annual leave via a secure web based portal called myHR saving unnecessary paperwork and administration e Expenses is a module contained within myHR which allows staff to record their expenses and submit for manager authorisation electronically The e Expense module is to be used for claimed expenses Fees for additional work which have previously been claimed on the Fees and Expenses Form Fin1A will for the foreseeable future continue to be claimed via the paper copy Fin1A Policies governing usage This portal contains personal data about staff Before accessing you must make sure you are familiar with your obligations under the University s Data Protection Policy and the Unive
4. long with any receipts to Payroll As a manager you may ask to see receipts before they are sent to Payroll in line with the policy in place within your department To authorise a claim highlight the row you wish to approve and click Approve You will receive a message to confirm that the claim has been approved and your employee will receive a notification in their myHR area Expenses will be reimbursed in the first available payroll after both the following have been met e Manager approval e Where applicable original receipts and Expense Summary Statement received and checked by Payroll Partial approval You cannot partially approve expense claims e g approve the mileage but reject the car park charge You must reject the whole claim You can add further detail in the Notes section when rejecting Rejecting expense claims To reject a claim go to My Tasks from the myHR homepage and select My Tasks and Approvals Click the Expense Reports for Approval link From here highlight the row of the claim you wish to reject by clicking in the box to the left of the claim and scroll down the bottom of the page Trips for approval Expense Reports for Approval View MMU w Approve Reject Expor A T TT Employee Start Date End Date Total Cost Currency Submit Status Assigner Attachments i Miss Jennifer Lawrence 10 02 2014 10 02 2014 1460 GBP First Submission Dr Dawid Boreanaz Add Miss Jennifer Lawrence 03 03 2014 03 03 2014 a GBP Fir
5. o respond to requests from your team run reports and nominate a substitute to handle certain functions on your behalf To manage your staff s expense claims click on the My Tasks icon and then Expense Reports for Approval Home Full Screen Options Y Welcome A r 2 1 Request Leave Public Holidays Time Tables Time Recording Workflow Profile Notifications Leave Overview My Payslips My Benefits Claim Expenses How do 1 My Staff Quick Links 1 Team Calendar Reports Substitutions How do I Create Absence Team Viewer My Tasks Before you start A few handy hints to get your started Only one expense report can be generated per date or period This means that if your staff member has several claims to make for one day e g mileage and lunch they should include those in the same report Employees cannot claim for expenses until they have actually been incurred For example mileage can only be claimed once the trip has been made it cannot be claimed in advance However they could save an expense claim as a draft and then submit it for approval once the expense has been incurred If an employee needs to make an amendment that s fine However they ll need to edit the original submission even if it has already been paid they can t just submit a new trip with the additional item Employees will submit their Expense Summary Statement along with any receipts directly to Payroll You may ask to see
6. rsity s IT policies In addition e Expenses is also subject to our own internal policies and procedures as well as governance and restrictions issued by HMRC These include but are not limited to e Financial regulations e Travel subsistence and other expenses policy e Entertainment related expenses and hospitalit The data contained in this portal must not be downloaded copied or stored on any unsecure unencrypted device Environmental Impact The e Expenses module is an invaluable tool to the University to enable us to measure and manage our carbon footprint caused by travel Please support this initiative by providing as much information as possible when claiming expenses for mileage or other travel including vehicle and fuel type or airport codes Help We hope that both ESS and MSS are intuitive and straightforward to use This guide will lead you through some key functions However if you require further assistance please email myHRsupport mmu ac uk Feedback The system has been designed through extensive consultation and has been thoroughly tested However we recognise that there is always room for improvement and we are glad to hear any suggestions If you have any suggestions for improvements or enhancements please email feedbackonmyHR mmu ac uk Manager Self Service ESS Logging in and out To log on to myHR Click on the myHR icon on your desktop a myHR Portal Logging in is straightforward just en
7. ss Jennifer Lawrence 17 03 2014 17 03 2014 225 GBP First Submission Dr David Boreanaz To review the details of the expense claim click on the row you wish to review Scroll down to the bottom of the screen to view some high level details of the expense claim Click Display Print to see a full report Details of Trip 0000100085 Employee Miss Jennifer Lawrence Start Date 10 02 2014 Total Cost 14 60 GBP Exception Ind No Personnel No 65013303 Start Time 00 00 Reimbursement 14 60 GBP Policy Violation No MMU ID 55111554 End Date 10 02 2014 Difference Amount 0 00 GBP Attachments Add Country Great Britain End Time 00 01 Advance 0 00 GBP Facsimiles 0 Destination Receipts 1 Trip Schema Domestic trip Submit Status First Submission Reason Approve Reject Display Print Cost Centre WBS Charging Assignment When you click Display Print to see a full Expense Summary Statement you ll be able to see the Cost Centre WBS s that will be charged If you are being asked to approve items of expenditure that relate to a budget outside your area of responsibility the claimant should provide you with evidence that the appropriate budget holder has approved this charge In this case look for an attachment in the far right hand column e g memo or email from budget holder approving the expenditure Authorising expense claims When an employee submits their claim they will send their Expense Summary Statement a
8. st Submission DOr David Boreanaz Add Miss Jennifer Lawrence 17 03 2014 17 03 2014 a GBP First Submission Dr David Boreanaz Add Last Refresh 25 03 2014 13 21 09 GMTUK Refresh Details of Trip 0000100085 Employee Miss Jennifer Lawrence Start Date 10 02 2014 Total Cost 14 60 GBP Exception Ind Personnel No 66073303 Start Time 00 00 Reimbursement 1460 GBP Policy Violation MMU ID 55111554 End Date 10 02 2014 Difference Amount 0 00 GBP Attachments Country Great Britain End Time 00 01 Advance 0 00 GBP Facsimiles 0 Destination Receipts 1 Trip Schema Domestic trip Submit Status First Submission Reason Approve Reject Display Print Click Reject You will be given the opportunity to provide a reason for rejection in a free text box To complete the process click Submit Your employee will receive an email to their MMU address to notify them that their claim has been rejected Details of Trip 0000100160 Employee Miss Jennifer Lawrence Start Date Receipts 1 Exception Ind No Personnel No 66013303 Start Time Total Cost 33 75 GBP Policy Violation No MMU ID 55111654 End Date Reimbursement 33 75 GBP Attachments Add Country Great Britain End Time Difference Amount 0 00 GBP Facsimiles 0 Destination Advance 0 00 GBP Receipts 1 Trip Schema Domestic trip Submit Status First Submission Reason Approve Reject Display Print Reason for Rejection More information required on the
9. ter your usual MMU credentials in the boxes Input your usual MMU log in details here then click Log On my ik Manchester Metropolitan University Password eocccccccs This portal contains personal data about staff Before accessing you must make sure you are familiar with your obligations under the University s Data Protection Policy at Data Protection Policy and the University s IT policies at IT Policies The data contained in this portal must not be downloaded copied or stored on any unsecure unencrypted device Logging out is equally easy Just click Log off in the top right hand corner from any page You will be prompted Are you sure you want to log off to ensure you don t click this by accident The system will automatically log you out after 15 minutes of inactivity History Favorites View Welcome Mrs Jennifer Lawrence My Self HR Administrator Deputy d Home gt Home Full Screen Options Welcome x o amp 2 1 Request Leave Public Holidays Time Tables Time Recording My Payslips My Benefits How do Workflow Profile Notifications Leave Overview The Home Page When you log in you will go straight to the Home page which has quick links to many of the key features of myHR All staff will see the top section in purple Staff with line management responsibility will also see the bottom section in blue which allows you t
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