Employment Services Department Easy System Self Service
Contents
1. 80 mi Total S000 There may be times when the commuter adjustment may be applied different to the example above The reason being is that EASY does not know the exact order in which individual trips occurred the system can only assume that they occurred in the order claimed If you add further trips afterwards that may skew how the commuter adjustment is applied but the total home to base adjustment for the day will be correct lt is your responsibility to reduce your mileage and ensure you are claiming only extra mileage travelled Working on behalf of the Staffordshire NHS Community2. Staffordshire Shared Business Services Easy Electronic Expenses Employee User Guide Page 11 Reports will display as green on the Tasks menu once complete and all you need to do is click on the green banner which will take you to the report Mileage Claim History report You will be provided with an Excel File click on the blue filename to Complete download the file The File will be downloaded to your PC but it can be found and opened from the bottom left of the easy screen and saved in a different location if you wish Result Success Queued 17th Jul 2013 11 53 Completed i7th Jul 2013 11 54 Files EASy Mileage Claim History 2013 07_17 xls BaP EASY_Mileage_Clainmn_Hi ls Please keep checking for updated versions of this manual as system enhancements mean that parts of the software change on a regular basis If you enter odometer readings the amount in the Calculated is the difference between the two readings You must alter the Claimed to remove any private mileage done in that day and the Commuter rule will not be applied for you and you must reduce your mileage accordingly Working on behalf of the Staffordshire NHS Community NHS Staffordshire Shared Business Services Easy Electronic Expenses Employee User Guide Page 12 What is the AfC Commuter rule The home to base or base to home mileage is often referred to as the commuter mileage i e the mileage you would
3. When you select this you then click on the icon that appears next to the from to field This has the advantage that the postcode is already attached to the location If you need to visit a regular location not a patient client then it can be added by asking your manager to advise us of the location details UK Post Code Type in any Valid UK post code and the system will use this to calculate expected mileage Home Address This picks up your home address as it is held in ESR Odometer Reading This enables you to show the odometer readings and claim the actual miles travelled for any journey Where multiple journeys are made this may be the easiest but you do require prior approval before making entries this way If you enter odometer reading the amount in the calculated is the difference between the two readings You must alter the claimed to remove any private mileage done in that day and the commuter rule will not be applied for you so you must apply the reduction accordingly lt is possible to use certain different combinations in the From and To fields If you use the Odometer reading in one of the fields you must use it in both as it cannot be combined with any other option Mileage The system will show the default calculated mileage This is obtained from Google maps where post codes are involved and is provided as an aid for the manager to check the claimed mileage If for some reason your
4. avroll staffs sbs nhs uk Working on behalf of the Staffordshire NHS Community NHS Staffordshire Shared Business Services Easy System Self Service Expenses User Guide Page 3 The main functionality for expenses can be found on the left hand side on the navigation bar and for entering your own expenses this will appear under self service gt Expenses Click on the word Expenses to be taken to the entry and history screens My Preferences Change password Log out GuidanceG gt Online HelpG gt Tuesday 26th October 2010 16 13 46 Navigation A System Availablility Self Service Expenses Note the system will be down on the morning of Monday 25th October 2010 for a few hours for upgrades to be loaded a Time amp Attendance Stephen Lawrence 2ist Oct 2010 08 15 A Authorisation Please remember that the cut off date for payroll is the 7th of the month If you have not authorised timesheets or expenses by this date then staff may not be paid Expenses Main Screen Once you have selected the expenses main screen there will be a number of options available to you To gain access to more of the screen use the slider bar see Easy Navigation Guide If you hold more than one job with the organisation then you will need to decide which job you are making the claim against and you do this by selecting your available jobs from the drop down list A If you only have one job this will automatica
5. mileage needs to be more or less than the calculated mileage then you can enter your own mileage calculation in the claimed mileage You do however need to use the Additional Information box see Below to add a comment for your manager to indicate why the mileage claimed is different to that calculated Please note that in accordance with NHS Terms and Conditions when you travel from home to another location before travelling to work or from work to home via another location or where you travel to locations but do not visit work you are required to claim only the extra mileage travelled in excess of the commuter travel This is referred to as the Commuter Rule Commuter Rule Mileage AfC Staff Only See Page 12 for an explanation of the new rules Working on behalf of the Staffordshire NHS Community NHS Staffordshire Shared Business Services Easy System Self Service Expenses User Guide Page 6 No Of Pass You need to enter the number of passengers who completed this part of the journey in your car Enter the employee names in the additional information box or if the passenger was a patient resident client you can put the NHS number or other identifier in the additional information box so that it can be checked by the manager but retain confidentiality Heavy Equip AfC rules allow for the payment of an allowance where you are required to carry Heavy or Bulky Equipment The qualifying rules are shown in the Terms and Cond
6. 6th Jun 2010 Accom Hotel 34 00 ieie e il Authorised Tue 15th Jun 2010 Wed 16th Jun 2010 Accom Hotel 34 00 ncaa se opr ete aa Authorised Fri 25th Jun 2010 Sat 26th Jun 2010 Accom Hotel 135 00 reer et aac baat ca Authorised Sun 15th Aug 2010 Mon 16th Aug 2010 Accom Hotel ian onar rolean a pEr Authorised Wed ist Sep 2010 Thu 2nd Sep 2010 Accom Hotel 55 00 Forwarded by Ann Edgerton Authorised j If you scanned a receipt it will always remain with the claim and you will be able to display the receipt by clicking on it If you forwarded it then the receipt will be held until after HMRC regulations require it and it will then be confidentially destroyed Working on behalf of the Staffordshire NHS Community NHS Staffordshire Shared Business Services Easy Electronic Expenses Employee User Guide Page 10 Rejected Items Occasionally you may get an item rejected for payment In this case the entry appears under the Rejected claims section Click the Warning Triangle to see the message attached to the rejection Rejection Reason S Unsubmit Withdraw The amount claimed is in excess of that Expense Type Journey Mileage Amount Receipt allowed Date I 13th October 2009 Food Day Meal 21 00 A Totals 21 00 Mark All Unmark All You can either withdraw the claim or _Unsubmit it If you MS the item it goes back into your Unsubmitted claims so that you can make changes to it and resubmit it Y
7. NHS Staffordshire Shared Business Services Employment Services Department Easy System Self Service Expenses User Guide Version 1 1 July 2013 Working on behalf of the Staffordshire NHS Community NHS Staffordshire Shared Business Services Easy System Self Service Expenses User Guide Page 2 Page No Contents Page 1 Front Page Page 2 Contents and contact Details Page 3 Expenses Main Screen Page 4 Unsubmitted Claims Mileage Claims Page 5 Unsubmitted Claims Mileage Claims Page 6 Unsubmitted Claims Mileage Claims Other Claims amp Receipts Page 7 Unsubmitted Claims Other Claims amp Receipts Submitting Claims Page 8 Submitting Claims amp Viewing Past Claims Page 9 Tracking Claims Archiving Claims Page 10 Rejected Claims amp Expenses Reports Page 11 Expenses Reports Page 12 AfC Commuter Mileage Rule If you need to know how to log into the system then you please read the Easy System Access Guide You are also advised to read the Easy Navigation User Guide to help you understand how to navigate around the Easy system You can access these guides on our web site at htto www statfs sbs nhs uk employment ohp Navigate to the Employment Services section and then select the Training materials tab and you will find the Easy guides Contact Us If you have problems with your Easy account or require assistance please contact the Employment Services department
8. be able to edit the claim and save You can only edit an unsubmitted claim Past Claims To view past claims you can select the button on the main expenses screen Note that claims only go to the archive when you move them there from the accepted section qe EASY North Staffordshire Home gt Self Service gt Expenses Expenses for Janet Grainger 00000097 Senior Employment Services Advisor 72 claims Unsubmitted Claims 0 gt Submitted Claims 18 Accepted Claims 50 gt Rejected Claims 4 This will provide currently archived claims but you can look for a different period by changing the dates displayed and clicking the button Historical claims for Stephen Lawrence 11041677 between 01May2011 Fy and 17 Jul2013 E EERE View Actve Claims Remember When submitting a claim you will need letters from your Security Word not your password and you need to tick the declaration Working on behalf of the Staffordshire NHS Community NHS Staffordshire Shared Business Services Easy Electronic Expenses Employee User Guide Page 9 Tracking a claim from Submit to Payment Once you have submitted a claim it goes to your manager for authorisation They can either authorise or reject your claim or any part of the claim If they reject part of your claim it will appear under the Rejected claims part of your expenses main screen Once you have submitted a claim it moves to the submitted claims
9. box is greyed out no receipt is required for the item you are claiming for If not then you have two choices You can either attach the receipt or forward the receipt Attached This can be done where you have either the facility to scan a receipt or you received the receipt electronically When you select attach you need to select the Browse button and navigate to the receipt Only 1 receipt file can be attached to any claim and the file must not be in excess of 4mb in size lf the file is bigger than this then you have scanned it at too high a resolution You can scan several receipts on one scan but you must attach it to each claim If you have claims for a month s parking tickets you can make a claim for the month first and last date and total amount provided you have scanned all the tickets into one file and the total amount claimed matched the receipts Other items must be shown against the correct date for the claim Forwarded If you indicate you are going to forward the receipt then after you have saved the entry you will see a reference number Please quote the reference number your assignment number and your name and pass your receipts to your manager for authorisation before they are sent on to payroll No payment will be made until the receipt is received in payroll to support the claim No of Heavy Pass Equip E Date A Expense Type Journey Mileage Amou Receipt Ret HAW 10 00 Forwarded by Stephen Lawrence Wed i
10. he correct expenses type by clicking on the down arrow The business types are for example normal business mileage Study Leave mileage or return to work mileage for overtime or call out Vehicle Use the drop down list to select a vehicle You can only make a claim for a vehicle with business mileage if that vehicle is already set up To do this you need to complete the EXP1 document as we need to check that the car is properly insured and you hold a valid license before you can use your car for work If you select an expenses type such as return to work mileage you will not need to select a car as you are paid at the national reserve rate Working on behalf of the Staffordshire NHS Community NHS Staffordshire Shared Business Services Easy System Self Service Expenses User Guide Page 5 Reason Select the reason for the journey mileage being incurred using the drop down list This may not be required if the expenses type for example was Excess mileage Journey There are a number of options for use in the journey section You need to check with your manager as they may not accept certain options The Odometer Readings option is only available if your manager has already approved its use The options are Base This will populate with your normal base location If this is incorrect you need to speak to your manager as a change form is required Location You can use this to select any Trust location from a lookup list
11. itions Section 17 22 If you are entitled to claim for this allowance then tick the box Other Icons Add comments Qo View Google Maps journey details Repeat Claim Add New Claim Follow on from last location Return Journey Commuter Travel Calculated Adjustment Delete Row Only appears after a line is saved Other Claims Date Amount Expense type Receipt Start End Max Allowed Claimed The Start and End dates follow normal date rules Note overnight accommodation must show and overnight claim so must involve two days Working on behalf of the Staffordshire NHS Community NHS Staffordshire Shared Business Services Easy System Self Service Expenses User Guide Page 7 The expenses type is for you to claim The drop down list is not a list of things you can claim but is a list of items it is possible to claim for provided you satisfy certain conditions Do not claim for anything not in the list by putting it down as something else If you believe you are entitled to claim for something not on the list then contact payroll or your manager Max Allowed lf what you are claiming for has a maximum allowed rate this will be displayed On occasion this is advisory such as hotel accommodation at 55 and you may be able to claim more Check with your manager before making a claim Claimed Enter the amount you are claiming which must be less than or equal to the amount incurred Receipt If this
12. lly be selected Janet Guidance G Gnline Help G Prefere Note old roles remain for at least 6 months as it is possible to make claims that are up to six month old Please make sure you select the correct job as if you select a role you are no longer doing then your expenses will not be paid as they will be invalid Your current payslip shows the current assignment number You will then see the main options available to you in the expenses screens These are These are expandable areas and to open up any section click on the blue bar to see the details Archive The following section explains each option in more detail Remember you can always select the Online Help Top right hand corner of your screen Working on behalf of the Staffordshire NHS Community NHS Staffordshire Shared Business Services Easy System Self Service Expenses User Guide Page 4 Expenses Main Screen Unsubmitted Claims Section This section is where you make your claims Any claim you make is retained here until you submit it when it moves to the submitted area You can put claims here as you go along and they will be saved but do not submit them on a daily basis Speak to your manager to determine how often they want them submitted however this should be on a minimum of a monthly basis and if you have a lot of claims we recommend weekly submissions It is highly recommended that if you are making large numbers of entrie
13. normally incur commuting to work With effect from 1 July 2013 the Agenda for Change terms and conditions relating to the reimbursement of travel costs are being revised Paragraph 17 15 states that employees will be reimbursed for miles travelled in the performance of their duties which are in excess of the home to agreed base return journey What this means is that where a journey starts or ends at your home you are only entitled to be reimbursed for the mileage that is above your normal commuter mileage This can be confusing particularly where there may be several legs to a journey that ultimately starts ends at somewhere other than your base e g home hotel for overnight stays as the commuter mileage should be deducted from the overall journey distance The following gives a graphical explanation of a journey where the commuter adjustment would be applied the home to base mileage is 12 5 miles Hon Wisit LE rewi hirs y miles 15 miles 3 5 Aiilgs 2 5 Miles 15 Miles LF rras 17 5 mules Commuter Adjustment Mileage Heim tru rss el In EASY the above journey would appear as follows Archive F Date Expense Type journey No of Pass Heavy Equip Mileage Amount Adjustment Receipt Mon lst jul 2013 Business Miles Home CWS GPU Wisk 1 10 00rni 10 00 mi d E Mon Lat Jul 2013 Business Biles Yat 1 gt ist 2 560m 2 50 mi Gp ry Mon lst jul 2915 Business Piles Visit 2 Base My Ybrkplarce 15
14. ou can do different actions with different items by using the tick box on the left and ticking those you wish to make the action against Expenses Reports If you require a report of your mileage claims you can generate it by selecting the report menu for either mileage history or claims history Self Service Assignment Stephen Lawrence 11041672 Head of Employment Services ae Timesheets Expenses EA a Vehicles From Reports Leave blank for no lower limit a Claim History a Mileage History Ta E e Leave Requests Leave blank for no upper limit a Payslips Business Miles Business Miles Home to HO Consultant Only Business Miles Home to HQ Business Miles Rotation Mileage Lease Car Excess Miles Expense Types ease Car Return to Work Lease Car Unpaid Business Mileage Passenger Miles Client Patient Relocation Travel Expenses Mileage Te eee oe Be Phe ee ee Select no items to report on all expenses types Run Report Enter a from and To date eat you do not need to but if you leave blank the report may take days to run and click on the A KAA button Click the confirm button to run the report Note Do not process until after E i you can request that you are e mailed when the report has run if you wish Short period reports are usually run quite c quickly email me when the task is complete f Working on behalf of the Staffordshire NHS Community NHS
15. s 20 lines that you click the save button after 20 lines By doing this you will not risk the loss of large numbers of lines should the network connection fail When you enter the expenses screen you may wish to have the full screen available in which case you need to click on the Hide Navigation Bar bar To make a new entry click the Add Edit button at the end of the blue bar This goes blue when you hover the mouse over it Click once and it will disappear but you can still see it by moving to the left of the screen with your cursor Hide Mileage Claims Other Claims Expenses Navigation D EASY SSBS Demo Stephen My Preferences Change password Loo out Guidance G Documentation E gt Help Support Home gt Self Service gt Expenses gt I gt Holt Service Stephen Lawrence A 1041672 Head of Employment Services Save a Timesheets xpenses v Mileage Claims o Reports Mileage PEE eer a Claim History Date Expense type Vehicle ace i a Mileage History End Calculated Claimed 7 Leave Requests sf m Payslips WEIT S a gees _ lt B ah e h i T 30tTl IP y ome aim Date Amount Expense type Receipt Start End Max Allowed Claimed E B E aA Ee z I rA S Mileage Claims Date To begin entering mileage you need to first enter the date You can enter this by typing it in direct or selecting the date from the calendar Expense Type Select t
16. st May Travel Parking Fees a 20g Car Bike Submitting Claims It is possible to submit claims individually or in a group If you wish to submit all claims select the top tick box and all the claim lines will be highlighted with a yellow background If you wish to submit an individual claim then you can select the tick box next to the claim and the line will be highlighted with a yellow background Each line you are selecting to submit will be highlighted Working on behalf of the Staffordshire NHS Community NHS Staffordshire Shared Business Services Easy Electronic Expenses Employee User Guide Page 8 Submitting Claims Cont Unsubmitted Claims 2 Add Edit Withdraw Submit No of Heavy lv Date Expense Type Journey Dass Equip Mileage Amount Receipt Totals 3 85mi 10 00 Once you have marked the claims you wish to submit click the Submit button You can also withdraw claims by selecting and clicking the Watnaraw button Editing a Submitted Claim If you wish to edit a claim that has been submitted you will need to MEE first by going into the submitted claims section selecting the tick box next to the claim line you wish to edit and click the button This will then move that claim back to the unsubmitted section In the unsubmitted claims section select the tick box next to the line you wish to amend and then click the Add Edit button it will take you to the Add Edit screen and you will
17. stage It shows at the end what the current status is Unsubmit Withdraw Date Expense Type Journey Mileage rreaunt Receipt Status i7th November 2009 Business Miles ST4 4lLk gt gt BOF 4DE 62 40mi Submitted Totals 62 40mi At any time before the claim is accepted you can CEA to make a change or even withdraw the claim altogether Once the claim has been authorised it is not possible to withdraw it You can then identify when the claim has been authorised as it will move to the Accepted claims stage It is possible to see who has authorised the claim by clicking on the word Authorised in the status column at the end of each claim line The claim will remain on this screen until you decide to archive it The best action here is to wait until you receive your payslip and as you check your claim has been paid move it to the archive section and you will then see what is still awaiting payment This may be because the receipt has not yet been received and although it has been authorised it still cannot be paid without the receipt qb My Preferences Change password Log out GuidanceG gt Online Help Home gt Self Service gt Expenses Tuesda 4 December 2010 15 21 00 Expenses for Janet Grainger 00000097 Senior Employment Services Advisor 33 claims v View Archived Claims A Add Edit Date Expense Type Journey No of Pass Mileage Amount Receipt Status Tue 15th Jun 2010 Wed 1
Download Pdf Manuals
Related Search