of 26 UNIVERSITY OF EXETER ON-LINE EXPENSES USER GUIDE
Contents
1. Click on the tooltip icon beside any field for a relevant tip Key points to note e Items are listed alphabetically If you cannot read the full item name hover over it and the full description will be displayed in a bubble box e You can select as many items as you want as long as they all relate to the same general details already completed at the top e If you select an item you must complete the details as some of the boxes are mandatory and you will be unable to save if they are left blank e If you select an item by mistake just untick it e Any key policy or information points are set out just below the item description when the fields appear on screen Page 6 of 26 Completing the details for an item The specific fields for each item will vary however the following are standard for all items except mileage see below e Do you have a receipt you are expected to provide a receipt and should select Yes However if in exceptional circumstances you do not have a receipt select No and select the reason from the drop down box lower down e Do you have a VAT receipt these buttons will appear if the item could have VAT included This refers to UK VAT only You should select Yes if your receipt includes a VAT number and the VAT amount and you made the purchase in the UK e Amount gross the amount you are claiming e Deduct from Advance this will only be displayed if you have an advance to set the item against2. see separate guide for managing advances e Payment method this defaults to cash personal credit card and should be left with this selected unless you are entering an item paid for by University purchasing card see separate guide for managing purchasing cards e Narrative this field is for entering the additional information that you want to appear against this transaction to enable approvers and budget holders reviewing financial reports to understand WHY you made the claim Note that you do not need to enter the date WHEN or the item WHAT as this is automatically included as is your name WHO e Aptos account code this field is for filling in the full Aptos account code beginning 1 XX X XXX XXX anaana It is a free text field with no validation You can copy and paste from any document where the code is stored or you can type it in If you do not know the code and it is agreed that your finance team or approver will complete the code on your behalf when they review the claim then you can enter a note to assist in identifying the code e g include the 5 digit research project number You must enter something Other additional details to be completed will vary from item to item Follow the on screen tooltips and instructions Mileage claims are set out in detail below Page 7 of 26 Include mileage claims for bicycles motorbikes etc Select the appropriate car below or add anew car this assists the University meet its
3. presented with a Declaration that sets out the basis on which you are making the claim This is to remind you of your responsibilities in relation to expense claims as set out in the Expenses and Purchasing Card Policy If at this stage you wish to make an amendment to the claim prior to submission you should select Decline which takes you back to the Claim Submission screen where you can cancel and go back and edit your claim Otherwise select Accept CERTIFY THAT 1 The expenses or purchasing card items claimed comply with the University s Expenses and Purchasing Card Policy All expenditure is incurred wholly exclusively and necessarily in the course ofthe University s business and was incurred on the date specified in the claim 2 Where a claim for mileage is made a The journeys detailed on this expenses claim form were undertaken in the vehicle of make cc and registration shown and were necessarily incurred by me on University business b The appropriate insurance policy in respect of this vehicle is currently in force and provides cover whilst the vehicle is Used on the official business ofthe University including the journeys listed in the claim for full third party insurance risk injury to or death of passengers and damage to property lL Accept Decline Once you have accepted the declaration you are taken through to the Submitted Claims screen i e the claim has been moved from Current Claims to Submitted Claims Home My Cl
4. Claim Submitted bn 21 05 2012 18 59 21 hrs Elizabeth Shillingford The claim has been sent to the next stage and is waiting to be allocated to an approver ae 21105 2012 21 02 16 The claim has been allocated and awaiting approval by Mrs Anne Shrubshall 21 05 2012 21 11 07 irs Anne Shrubshall Expense Returned Did you approach Procurement to request the supplier be set up on Aptos 25 000008 Please Mote Once returned item has been edited deleted or disputed youe4pprover will be automatically notified and no further action is required by yourself The Claim History will tell you what the query is The returned item will be highlighted in the list of Expense Items You should review the item and either edit or delete the item If you just need t provide further information or do not agree with the reason for return you can resubmit withouf amendment termed a disputed item You will be presented with a box to complete with the additional information or the reason for returning without amendment 7 4 G LHL L 2 abono series _ awosona accommosaton Lonaon rPo enesooo Lztestnoteiwin vat ooo 8333 e1687 210000 gt oo series awosaorz _ Fee conterenee gt fr gt Testeontee f oooferzsoo soooferzson VF 9 fesscccce senice fawosaora free of e eoo eso i gt y series awosaorz foonsumames famm smf som FY gt y 220000 sonics awosora puerro tireatpoorvenies mfes sooj sso A
5. UNIVERSITY OF EXETER ON LINE EXPENSES USER GUIDE EXPENSE CLAIM SUBMISSION For general guidance on how to move around the system see Appendix A To complete and submit a claim follow the steps below OVERVIEW Claim submission consists of the following key steps STEP 1 Log on to Expenses at https Awww sel expenses com shared logon aspx STEP 2 Start a CLAIM STEP 3 ADD NEW EXPENSES to your claim Complete general details Add individual items of expenditure Add mileage claims STEP 4 Review your claim under CLAIM DETAILS STEP 5 ADD additional items or ADD a NEW CLAIM STEP 6 PRINT your claim unless mileage only and attach receipts STEP 7 SUBMIT your claim STEP 8 Send printed claim and attached receipts to the designated person or finance team in your College Service STEP 9 Review RETURNED items delete amend or resubmit Further information on each step is set out on the following pages As you work through your claim whenever you see this symbol on the screen click on it for helpful tips on individual fields Page 1 of 26 UNDERSTANDING THE CLAIM PROCESS FROM THE CLAIMANT S VIEWPOINT Claim name system generated Claim name A Claim description user defined Claim name B General details date etc CLAIM DETAILS Item detail Item detail Item detail General details date etc ltem detail ltem detail ltem detail General details date etc ltem detail ltem detail ltem detail Claim
6. aims Submitted Claims Company Policy Help amp Suppo Claim List Print Unsubmit Claim Change Vie 27 05 2012 21 09 X Mrs Anne Shrubshall The claim has be weent to the next stage and is waiting to be allocated to an approver re 24 000051 lt 25 05 2012 1 PC 6 NG0 507DPSRLAI 04 Training in Cornwall for On line Expenses 146 00 56 50 0 00 56 50 Semice 25 05 2012 Parking 1 PC G N60 502 UPC20 A104 Paris g for training session in Cornwall 000 8 33 1 67 10 00 This screen shows the Claim Details aS gefore but has a new section showing the Claim History At this stage you do have the option to UNSUBMIT the claim which will put it back into progress as a CURRENT CLAIM You can then make amendments and resubmit These stages will be Page 20 of 26 included on the claim history You can un submit up to the point that the claim has been approved at the next stage If you forgot to print before submitting the claim you can also print from this screen STEP 8 Send printout and receipts to designated place person in your College Service STEP 9 REVIEW RETURNED ITEMS If any of the items in your claim are returned at an approval stage you will receive an email advising you of this and asking you to log on to view the returned item through My Claims Submitted Claims 676 00 Shrubshall Wrs Anne 21 05 2012 18 59 21 hrs Elizabeth Shillingford
7. ave cancel gt Page 3 of 26 In the Description box enter something that will allow you to identify what the claim is about when you are viewing claim lists You can include as many items as you like under a single claim but you may wish to compile a claim for specific groups of items Suggested example descriptions are June 2014 Research project 04592 July 2014 AUG Conference May 2014 Mileage August 2014 This shows you what you will see in a claim list so you can see it is important that the claim description is meaningful to you when you have a number of claims showing Home My Claims Current Claims Add Claim w Ashrubshall1 0 June 2012 a When you have entered an appropriate description for the claim click SAVE to be taken through to the claim items page STEP 3 ADD EXPENSE ITEMS The expense item page consists of e General details e Individual expense items STEP 3A General Details When puiting a claim together you can add a number of items at the same time but they must all relate to the same general details at the top Clear General Details Help 20 05 2012 B gem AShrubshalll1 9 Select an item county United Kingdom y below to add it to your expense sheet J Accomm ondon Accomm neals Jaccomm werseas Pound Sterling v 2 Semeen so o Page 4 of 26 Enter the Date of the item or items being claimed or select from the calendar If
8. ble to your College or Service and how each option from the drop down list must be used Department this will default to your own area within your College this is not used in Services and cannot be amended If it is incorrect please email expensesonline esxeter ac uk College Service Claim type Department Breakdown vio STEP 3B Specific Details Specific details Expense category and Expense item these boxes only appear when no item has been selected from the complete list on the left hand side NOTE WE DO NOT RECOMMEND USING THIS ROUTE AS YOU CAN ONLY ADD ONE ITEM AND CANNOT CHANGE THE INDIVIDUAL ITEM ONCE SELECTED INSTEAD FOLLOW THE STEPS BELOW Page 5 of 26 Add Expense Items Select the relevant tick box or boxes on the left hand side to open the input form for each item The figlds to be completed for this item will be added to the page My Expense tems Select an item below to add it to your expense sheet F Accamm ondon Mone yt F Accamm Tie als Fl Accomm College Service Claim type Department Breakdown We se JE Accomm UK Accomm ather C Booksipubli C clothing hi Conference zall C Consumableg C Equipment C Fee conferg C Fee cours Cl Fees prof C Feessups o Flight busi C Flight BCom 9 Fuelfor hi C Git wouche C Gittstcards CI Goods torr Handling el C Hospitality Tieals
9. dd items to are taken to Claim Details from which you can then add items Note how importa Claim Description is and that you can always see how many items have been d and how much the claim is for Home h y Claims Current Claims Add Claim VE rix AShrubshall13 Expense Claim 13 23 05 2012 23 05 2012 w AShrubshalll 4 On line expenses training 188 49 close Page 17 of 26 Accessing an existing claim from the Home Page The Add New Expenses menu item on the Home Page takes you into an existing claim if there are any already open defaults to earliest The claim dropdown menu enables you to move between any of your non submitted claims to add new a new item This same dropdown menu enables you to move already created expense items between claims 26 05 2012 a STEP 6 PRINT YOUR CLAIM Once you are happy with the content of the claim and you are ready to submit you will need to PRINT your claim so that you can attach your receipts Note that you can skip this stage if you are only claiming mileage From the Claim Details page click PRINT Home My Claims Current Claims Company Policy Help amp Add Item Claim List Change Vie Print Submit Claim Help AShrubshall1 3 Expense Claim 13 23 05 201 2 23 05 2012 188 49 This claim has not yet been submitted rm 23 05 2012 Student related expenditure fem fa l
10. end This expense has been flagged because the item date is not a weekday 4 Unused Advance This expense has been flagged because it has not been deducted from an advance although one PC20 A18 Available or more exist SRERIES You now have the option to review all your items and to amend or delete if necessary prior to submission Page 14 of 26 STEP 4 Review your claim under CLAIM DETAILS You will see the total of the claim and each item listed Note that the view of individual items you see will initially be the system default view but you can change your view and add or remove different fields To do this click on Change View then add or delete columns from the view Home My Claims Current Claims Company Policy Help amp Add Item Claim List Change View Print Submit Claim Help AShrubshall13 4 188 49 Expense Claim 13 23 05 201 2 23 05 2012 This claim has not yet been submitted yi s 24 000049 eee 26 05 2012 Mileage 1 PC G N60 502 UPC20 A181 Meeting in Plymouth 28 49 24 000047 Semice 23 05 2012 Student related expenditure fest Test 100 00 RARE DOCK From within the Clai Details screen you can Edit Delete View the flagged information View details of a journe You can also attach electronic files Attaching scanned receipt files is optional as presently HMRC require that we retain all original receipts for staff expenses However you can attach oth
11. er useful information To attach a document make sure you know where the document or email is saved click on the attach receipts icon and browse for the file temme Browse save cancel I When you have located it through your file browser click Open and then SAVE You will see the add receipt icon change to give the option to view the attachment or delete the attachment This is useful for attaching correspondence relating to budget holder approval Page 15 of 26 sorting if you have a lot of items you can sort on an individual column by clicking the column description Click once for ascending order click again for descending order The sort icon will appear showing which order has been applied Student related expenditure STEP 5 ADD additional items or START a NEW CLAIM If you need to add further items because you have forgotten to include something or they were incurred on a different day or for a different reason and therefore the general details need to be different click on Add Item under Page Options in the left hand pane This takes you back to the Add Edit item screen in STEP 3 above The general details will be pre filled with the previous information and the default will be today s date Check the details and amend as necessary then continue to add items as before We recommend that you only use one Claim Type throughout your claim i e for all batches of items added This is to speed up claim ap
12. fessional Services default Specific to Communications and Marketing for claims against a PR or Event budget
13. fsffaso0000s seme awosaora parans izes pama f 000 2400 so00 240 I pl 2000 semtee 2uosaor2 feuvsistence meatstoou purchases 12365 setmeai f ooo 2000 s000 20 00 SLT If f25000007 Semice fa00s012 Jaccommosaton mests 12sese Testmeay f ooo 1600 eooo 21600 wE Q BERGI 25 000009 Semice 20 05 2012 internet charges 56743 Testirdemetcnarge 0 00 anah a oll 25 000010 Semice 2005 2012 Gift vouchers for giving to non staff only 67890 Vougherfornx ooo 10 00 0 00 10 00 Page 21 of 26 No as this was a one off emergenck item save cancel I When you have dealt with the returned items and saved the claim will automatically be re submitted and the claim history updated oo a ec 9 i E eao poe prom Jeeves ponsa Jemen ster T vesens forme You have now successfully completed your claim submission and are waiting for it to be paid You will receive an email when it has been passed for payment and is due to be paid in the next payment run It will move from Submitted Claims to Previous Claims Expenses are paid weekly all claims processed for payment by close of business on Tuesday will be paid to your bank account by Friday of that week unless there are bank holiday other notified arrangemenis Remember you can view the status of your claims at any time under My Claims Home My Claims Company Policy Help amp Support Exit Current Claims 2 gt Sub
14. me address will not be identifiable as an employee home address to any other claimants To search for an alternative address leaving the magnifying glass selected enter the postcode no Space required A list of addresses within that postcode will be returned in order for you to select the required one If you do not know the postcode but do know the first line of the address start to type that in the field instead and an automatic Address search will show all possible matches enabling you to select the required one If the system is unable to find the address that you need to enter please email expensesonline Qexeter ac uk with details Page 10 of 26 3 Using the favourites feature To simplify the process of selecting addresses regularly used favourites can be set up There is a selection of organisation wide favourites set centrally but you can also add any that regularly feature in your mileage claims using this feature These will be personal favourites and will only be visible to you Gold Personal only shown as a favourite in your favourites list Blue Organisation seen by everyone i e all JOE campuses From To Distance Details Passengers ng 737 8 sr Cornwall Campus Penryn TR10 967 pP ma pr s r Streatham Campus Exeter EX4 401 _ a oye St Luke s Campus Exeter EX1 2LU s r Add s r Knowledge Spa Truro TR1 3HD assen sr Veysey Building Exeter EX2 45G sr Royal Devon amp Exeter Hos
15. mitted Claims 0 CA Claims that have yetto be submitted into the approval process Add edit or delete expense items Claims that are currently being approved View the status ofthese claims or amend any returned and claims Submit a claim for approval items Previous Claims 6 B Historical claims that have been approved Page 22 of 26 MOVING AROUND THE SYSTEM APPENDIX A When you have logged on to expenses you are taken to the Home Page and will see the following icons There will be additional items if you hold a University purchasing card apply for advances or approve claims Click on an icon to access further menus Liew Expense Add new enties to cument claimsNtor any expenses you have incumed If a cument claim does not exist one will be created h y Details Update your basic details such as name and address haw details of your cument car and vehicle joumey rate Wen the steps required to approve a claim wou submit Assign delegates tiNpanage your account View Wy Claimable tems Examine the expense tems wou are allowed to claim and view any associated ts Help amp Support Help amp Support is an online service for education guidance and support that enables you to find theNgest answers for your Expenses questions Exit Logott Expenses and close this window mpany Pollo Help amp Support Est Wty Claims Create new claims edit or delete existing ones dew cument submitted and prewi
16. neral Details me E LI LI Please ensure that you select the appropriate vehicle journey rate this is used in the automatic calculation of mileage x applicable rate The current rates prevailing are set out in the Expenses and Purchasing Card Policy which can be accessed through the system from the top right of the screen under Company Policy lease car is one obtained through the University s lease car scheme When all the details are correct click SAVE and your vehicle will appear on screen Page 9 of 26 2 Entering journey steps All journeys in your own vehicle must be entered using postcode validation Instructions for completion where post code validation is not possible are set out at the end of this section The below pop up menu will appear when you click into the from or to fields to enter your journey information By default the magnifying glass search option is selected From Distance Details Passengers To 1 a a AE es p a ae term to see your results here Passenger 2 il um y t G woe In the lower left hand corner you will see that there are icons which when selected will automatically populate the highlighted field with either your home address or your work location If when you do this the field populates incorrectly please email expensesonline Qexeter ac uk to have your home address or work location updated Your ho
17. obligations in respect When you have completed the from and to addresses your mileage will calculate automatically Tick the Return to start address box lower down for automatically completing a return trip this journey step will not be displayed but will be added in to the calculatic Ifyou have travelled additional miles you may amend the actual miles travelled but please then complete the Additional miles reason box below ge Add new vehicle Landrover Digcovery XXxX999 w To Distance Details Passengers BY Return to star address View the recommended route and directions on a map Fr None p 1 Adding a vehicle Before youjcan make a claim for mileage you must register your vehicle on the system Vehicles include cards motorbikes and bicycles If your vehicle has not already been entered i e not displayed as above or the one being displayed is not the one you are using then click on Add new vehicle and complete the details requested for the vehicle For bicycles enter Bicycle as the make Bike as the model and BIKE as the registration number Select Petrol for fuel and enter O for engine size Page 8 of 26 If you are adding a new car which replaces your previous one select Yes to prevent your old car coming up when you add future journeys otherwise leave No setetted If any of your old cars are still showing as available you can email expensesonline exeter ac uk to have them removed Ge
18. on with the green plus This will present a field on screen for you to enter the name you would like to give the address Upon selecting the green tick the address is then added to the list of personal labelled addresses 5 Calculation of mileage As per the Expenses Policy the system automatically calculates the shorter of office to destination and home to destination if you start at your home address When you have entered the addresses the post code validated shortest mileage will be displayed as both the distance travelled and the recommended distance We expect the recommended distance to be used in the majority of cases Page 12 of 26 If however you actually travelled further due to taking an alternative route you may overtype the additional miles box below by selecting from the drop down list From To Distance Details assengers Passenger You also have the option to enter any passengers you carried in order to claim the additional passenger allowance If the person already exists on the Expenses system you can either enter by their network ID or by searching on their surname If the passenger doesn t exist on the system select Can t find what you re looking for to add the passenger onto the claim jd413 Can t find who you re looking for Se If you completed a return journey having entered the From and To addresses click the Return to start address box below and the final step will be entered a
19. ous claims Submit finishef claims into the approval process View My Company Policy en a copy of your travel and expense company policy Reports Create new reports edit delete or wiew existing ones Export data to Excel CS flat file or create prvot tables GreenLight Greenlight means you can now take any paper based approval and put it online click here to find out more You always know where you are by looking at the information in white at the top of the screen You can access the University Expenses and Purchasing Card Policy direct from the system wherever you are You can get access on line guidance wherever you are You can exit Expenses wherever you are Page 23 of 26 APPENDIX A When you have moved down into one of the menus look for on screen instructions and other options At the top of the screen In the panel on the left At the bottom of the page Use a calendar for dates Click on tooltips Before you can continue please confirm the action required af the bottom of your screen p 6 05 2012 Clear General Details Help Select an item 2 below to add it to Pound Sterling r WOUr expense sheet Accor London Click on drop down lists Page 24 of 26 APPENDIX A To move out of the screen to a different option when there is no SAVE or CANCEL action required use the bar at the top and click on a step further up the menu We do not recommend using the internet brow
20. pital Exeter EX 5 P s r John Bull Building Tamar Science Park PL6 8 z rr Of Select the favourites menu icon to be presented with a dropdown list which will contain both your own and the organisation wide favourites to choose from To add an address to your personal favourites list When you conduct a search and you hover over the results a set of icons will be placed to the right of the address If you are sure it is the correct address select the star icon with the green plus Page 11 of 26 4 Using the labels feature Similar to favourites but address names can be customised which is particularly useful for giving meaningful abbreviations to your most commonly travelled to locations Any labels that you set up are personal to you From To Distance Details Passengers mh O 3 Add Cornwall Campus Passenger 2 7 John Bull Building a li acai Spa Add Passenger 3 RDE Heavitree 5 3 RDE Wonford u 7 St Luke s Campus a 3 Streatham Campus P Veysey Building in 9 Labelled addresses will be preceded by a coloured label Gold Personal only shown in your labelled addresses list Blue Organisation labelled addresses available to everyone i e all VOE campuses To create a label for a specific address When you conduct a search and hover over the results a set of icons will be placed to the right of the address If you are sure it is the correct address select the label ic
21. proval as if different claim types are used the claim may have to pass through multiple approval stages If you want to claim items with a different Claim Type then start another claim either when you have finished the first one or you can have another one open at the same time To do this from the main menu choose My Claims and select Current Claims My Claims Mrs Anne Shrubshall 23 Mi You are currently logged in as Mrs Elizabeth Shillingford Logoff employee account Current Claims 1 Submitted Claims 1 gt Claims that have yet to be submitted into the approval process Add edit or delete expense items gt Claims that are currently being approved View the status ofthese claims or amend any returned and claims Submit a claim for approval items Previous Claims 0 3 Historical claims that have been approved Page 16 of 26 Here you will see the claim name and description of the claim already in progress You can go back into this one by clicking on the Claims Name If you want to start a new claim select Add Claim from the Page Options Home My Claims Current Claims Add Claim E ri AShrubshalli 3 Expense Claim 13 23 05 2012 23 05 2012 166 44 close Create the claim as set out in STEP 2 above by entering the claim description and saving Once the claim has been created you are brought back to the Current Claims list and you can then drill down into which ever claim you want to a
22. ser back button Home My Claims Current Claims Add ter Claim List AShrubshal13 Claim Description Expense Claim 13 23 05 2012 23 05 2012 ie eal 3 Clim Tota 160 00 Print i i 160 00 Stage This claim has not vet been submitted Submit Claim Help eee 23 05 2012 Student related expenditure Parking Some screens will have other icons displayed which give options relatinQNo the te they are against Hover over the icon to see what it does click on the icon to action Many of them are standard across screens E g edit delete view Other icons are specific to the screen E g flag information Page 25 of 26 APPENDIX B USE OF CLAIM TYPES IN APPROVAL PROCESS All Colleges have the following claim types available College RKT allocation College specific claim types Research Centre for Medical History Partnership Services Service PR Event Page 26 of 26 For general College claims For claims against internal allocations made by the Research and Knowledge Transfer Office the budget holder will have been notified that RKT will approve these CHUMS CSSIS and CEMPS For externally funded research the Aptos GR ledger the Aptos account code will have a 5 digit project number in the code CHUMS specifically for research claims relating to the Centre for Medical History CSSIS Graduate School of Education only for school related visits All Pro
23. t 24 000049 eee 26 05 2012 Mileage 1 PC G N60 502 UPC20 4181 Meeting in Plymouth 28 49 This takes you into print pre view through your internet browser from where you can print out Page 18 of 26 print Internet Explorer 7 x Pl O ie fe https lwen sel expenses comi pri DEJ Da File Edit wiew Favorites Tools Help qd Favorites 5 Customize Links Free Hotmail Windows 2 Windows Marketplace Windows Media gt sei ap T Page Safety Tools Wrs Anne Shrubshall 27 May 2012 1 aeshrubs Training in Cornwall 285 25 05 2012 Mileage arsine Pier a Oe Se SN 000050 Expenses Parking for training aoe 25 05 2012 Parking er 8 33 1 67 10 00 000051 Cornwall A The print will show the unique reference for each item and which items have a receipt Claim Humber 14 Write the unique reference on each receipt and attach to the back of the claim Make sure they are secure STEP 7 SUBMIT YOUR CLAIM From the same Claim Details screen click SUBMIT CLAIM from the Page Options You will be taken through to the final Submit Claim page You have a final opportunity to Cancel If you are happy with the claim click SAVE save cancel I Page 19 of 26 You may get a warning about flagged items this does not prevent you from being able to submit the claim but you may wish to Cancel and review the items again If you click SAVE you will be
24. total AMEND DELETE OR DISPUTE APPROVER REVIEW may be multiple stages ny Claim General Information date amount stage etc Claim History Date stamp details stage Date stamp details stage REJECT ITEMS Expense items ltem ltem Claim total APPROVE CLAIM when all items allowed PAY FINANCE SERVICES Process for payment CLAIM Page 2 of 26 STEP 1 LOG ON Access on line expenses system at https www sel expenses com shared logon aspx Company ID Username a O expenses an ee forgotten details self registration Remember Details 1 a We advise you not fo select remember details if YOU are using public or shared computer logon Enter Company ID UOE not case sensitive Enter Username University user ID not case sensitive Enter Password this is what you set up when you received the notification email click forgotten details if you have forgotten your password a new password will be sent by email STEP 2 ADD NEW EXPENSES select from menu icons Add New Expenses Add new entries to current claims for any expenses you have incurred Ifa current claim does not exist one will be created First claim or no other claims in progress If this is the first claim you have made or there are no other claims in progress a Claim name will be generated automatically Home My Claims Current Claims Add Edit Claim AShrubshallli me 3 s
25. typing the date there is no need to enter separators these are automatic The date format is DD MM YYYY Select a Reason for claiming the items from the drop down list This is for reporting purposes and is mandatory It is important that you select the most appropriate reason distinguishing in particular between externally funded research and non research grants projects The default Country is United Kingdom Select the appropriate country from the drop down list for where the expense was incurred This does not necessarily mean that you paid in a different currency Typing the first letter of the country will bring up the first possible name Repeating the letter will scroll through the names The default currency is Pound Sterling if the expense was paid for in another currency select from the list Typing the first letter of the currency will bring up the first possible name Repeating the letter will scroll through the names When an alternative currency is selected the Exchange Rate box will appear showing a recently entered exchange rate If necessary overwrite this value with the exchange rate you received and select the relevant option from the dropdown box College Service this will default to your own College or Service ID and cannot be amended If it is incorrect please email expensesonline Qexeter ac uk Claim type this is a critical part of the approval process Please refer to Appendix B for the options applica
26. utomatically Alternatively for multiple step journeys clicking into the From field in the next row will automatically see that field populated with what is in the previous To field You will see the total calculated for the mileage entered when you have saved your claim In the case of non direct journeys such as field trios on Dartmoor where there is no defined start and end destination for periods of the journey you should enter the start and end post code of the main journey or stage of the journey and overtype the total number of miles travelled in the Distance travelled field using the mileage recorded on your odometer Complete the narrative and Aptos account code boxes as for other expense items Page 13 of 26 Completed page of items When you have entered all expense items under one set of general details go to the bottom of the page and click SAVE Note that this is not submitting the claim yet If you have completed all mandatory fields you will be taken to the Claim Details screen If there are any items that are flagged due to certain rules built into the system these will be displayed to you as flagged information Click onthe red cross to close the information box Home My Claims Current Claims Add Item Claim List Claim Hame Ashrubshall13 Claim Description Expense Claim 13 23 05 2012 23 05 2012 oe Number of Items Claim Total 188 49 Submit Claim Help I item on Week
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