Add a new claimant

Add a new claimant

Go to User Settings, User Profiles to Add or Edit a user profile.

User profiles

Click on the User profiles link to enter the option. The filter displayed searches by the full name for a user profile that already exists within the Expenses system. By selecting refresh the users profile is listed in the grid below.

To see profiles that are disabled within the system, select the deleted filter as shown in the screenshot below. This will then show all deleted users in the system with a name of Manager.

User profiles search screen


To edit an existing user profile click on the name link. Select ‘Add new user’ under options on the right to create a new profile.

General Screen

A new screen will be displayed to enter the details of the new user. Any fields in yellow are mandatory and must be completed.

Details required are:

Username – For the claimant, they may use this to login with or they may login using their email address depending on the system setup.

User type – This is for sorting the profiles, they will either be a standard user or an Administrator.

Organisation – This determines various VAT and currency details for the user, this will be UK, unless they are based elsewhere.

Template user – This is a system specific setting and allows certain data to be assigned to the user profile automatically without the administrator having to add the details. There can be groups of templates for different parts of the company if these groups have access to differing cost centres or claim categories.

Full name – Enter the users full name as they would expect to see it.

Email address – Enter the claimants email address, this is the address which will be used to send out notifications from the system and validated against if login requires an email address.

Single sign-on details – This is for sites which have single sign-on enabled. This means you are able to log into MyExpenses with your computers password/username.

Pay schedule – This is a non mandatory drop down field which allows claimants to be separated into different groups during the payment batch process.

Personnel number – Enter the users personnel number or a unique company reference, this is a free text field.

Employment start date – Select the user’s employment date from the calendar or enter this manually.

Authorising manager – This can be selected from the drop down list, or using the search function is the list is very long. This is the person to whom draft claims will be sent providing the claims do not meet the criteria of any advanced workflow rules.

Enter a home address, the postcode field is mandatory. Select a work location from the drop down list.

On the right hand side of the screen then select one of the following options:

Save and Edit – This will create the new user and store the details entered for the user plus the template setup and will open the user profile to edit details.

Save and new – This will create the new user and store the details entered for the user plus the template setup and will open the ‘Add new user’ screen.

Back Button – This option will exit the screen without storing the user details.

Validation messages will be displayed if data has been entered incorrectly.

Pages for entry

Pages for entry

On choosing save and edit, the options on the right hand side of the screen allow changes to be made to this specific user profile so that it is tailored to the claimant.

General has already been covered above.

Access levels

Current access levels

This is the way MyExpenses determines which options claimants can see on screen and how far their authorisation goes.

The right hand section of the screen shows all of the access levels currently assigned to that user profile. Use the Bin icon to take access away, you will see the level disappear from the right hand side of the screen and display in the left section.

Available access levels

The left section of the screen allows additional access levels to be added to the user profile by clicking on the Arrow icon. Any changes made are effective immediately.

Authorisation limits

For users with authorising levels, this sets the maximum value up to which any single claim can be authorised. This screen takes account of authorisation limits in the currencies of all of the organisations defined in the system. If an authoriser tries to authorise a claim above their limit the claim will automatically pass to their line manager (as defined in the user profile) for authorisation.

Authorisation Limits


This allows an administrator to assign a delegate to the user profile. This is used if someone is unable to fulfill their duties on the system due to a period of absence. It is not possible to authorise your own claim if delegated as someone else.

Setting a delegate

Current delegate will display a delegates name or ‘-’. If a delegates name is displayed the user has already assigned a user to delegate their work. If not set is displayed, a delegate user has not been selected. If the user has already delegated there is the option to remove the delegation. Use the filter field to search on user names and selecting refresh this will display that user in the list below. A delegate user can be added by clicking the ‘select’ link to the left of the display name. This will then move that user into the current delegate.


Under the addresses page a full address can be entered for home and work, the town and postcode are mandatory fields.


Select the calculate button to calculate the mileage between the home and work postcodes.

Cost Centres

Under the cost centres page use the filter to find the cost centre required. Select the refresh button to display the cost centre in the list below.

Using the Arrow icon to select the cost centres that the user needs to have access to when creating an expense claim. The Bin icon can be used to remove cost centres from the profile.

Coding defaults

Use the Search link to find the default cost centre or other coding item for this claimant and click the Add link to assign. Clear will remove that code from the claimant. Any defaults set will automatically populate the coding section of the claim assistant.

Expense policy

This is the vehicle policy the claimant uses, as most companies have different mileage rates for Personal and Company vehicles. It is possible to have more than 1 policy, using the arrow icons, select the expense policy that the user needs to have access to when creating an expense claim.

Vehicle Policy


Use the filter to find the categories required. Select the refresh button to display the categories in the list below.

Available categories

Use the Arrow icon to select the expense categories the user needs to have access to when creating an expense claim.


Use the filter or select the arrows in the bottom left corner to find the vehicle required. The top part of the screen displays thevehicles already attached to this claimant and the lower part other vehicles setup on the system which can be added to the claimant using the Add or Remove links.


Claim type

Select the claim type the user needs to have access to when creating an expense claim. This allows claims to be split at the interface stage, it is sometimes used where different claims require different interfaces.

Claim type

Proxy users

This allows users to be assigned to create claims on someone else’s behalf. Here you can add as many users to the list as you desire, and in this example this user profile will then be able to create claims on behalf of all the “Currently assigned proxy users”.

Create proxy users


The section on the right hand side of the screen performs several functions:


Select Save under options on the right to commit the changes. Select Cancel under options to return to the select a user screen. Select Delete under options to disable a user’s profile account. Select Reset Password to send out a new password to a claimant via email.

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Still stuck? Our support team are here to help, available every weekday from 8.30am to 6pm. Call +44 (0) 1270 611800

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