Claimant

Getting Started As a Claimant

Creating a new Claim

Undeleting Expense Claims

In order to undelete claims that have been accidentally deleted navigate to the View my expense claims page. This is accessible from the side menu going to Expenses, MyClaims. Once in the View my expense claims page, click the filter button. Click

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Recalling Expense Claims

We have added new functionality to the system so claimants now have the ability to recall expense claims. This is especially useful in situations where the claimant has entered incorrect information on the claim and needs to recall the claim

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Personal mileage set up

From the mileage rates screen there is an additional field to add in the reclaim rate for personal miles deducted from an odometer claim. Any miles calculated as personal will generate a separate negative claim line based on the rate

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Notes

The notes section allows you to provide extra information relating to this line item, this can then be viewed by your Manager.

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Save a journey as a favourite

Adding a favourite to my expense claim A favourite needs to exist before it can be used within an expense claim. A favourite can be added by the company or yourself. Personal favourites are added through the claim mileage entry

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Mileage claim – Adding Passengers

Adding passengers Click on the Add button as highlighted below to add any additional passengers. Any additional miles need to be added before entering a passenger onto the claim. The additional peoples names should be added to the Name field, this is

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Editing returned claim lines

When a claim line has been denied by a manager it is returned to the claimant. If the values or date needs changing use: The Pencil icon to open up and edit the claim line. The Bin icon deletes the claim line. The Paperclip will

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Create a new expense claim

Click Add a new claim to start. Mandatory Fields are marked in yellow and must be completed in order to save the claim line. Claim Type is a pre-defined list and if there is only one type available this will auto select

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Create a new mileage postcode entry claim line

Assuming you have already followed the Manually create a new claim guide you will be presented with a screen similar to the below screenshot with a receipt preview box, currently this is set to No receipt selected. You can change this by

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Create new direct mileage entry claim line

Assuming you have already followed the Manually create a new claim guide you will be presented with a screen similar to the below screenshot with a receipt preview box, currently this is set to No receipt selected. You can change this by

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Claim Category – Trips

The trip category can be used to claim against any business trips you may have taken. Entering in a start and end date / time into the screen below will work out the trips rate in which you are entitled

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Claim Category – Split category

Start by creating a new claim, if you do not know how to do this click here. Select your category. For hotels you need to select the date you checked in and either how many nights you stayed there or the

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Claim Category – Mileage claim

Postcode entry mileage On selecting the mileage category that is relevant to your expense. Mileage will be calculated by a rate that is pre-defined in the system. This can be based on whether the car is private, company owned, petrol,

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Claim Category – Hourly Rate

By selecting a category type for hourly rates from claim entry the screen below will be displayed. For the date the hours were worked enter the number of hours and minutes worked. The hourly rate will be displayed below, use

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Claim Category – Entertainment claim

Expense categories dealing with the entertaining, either staff or customers require the names of all people present to be added to the category details. This way the correct VAT can be reclaimed and the correct details are stored for HMRCs

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Claim Assistant – Process Claim

How to process my expense claim This option allows you to send the claim on to an authoriser for approval, which will be notified of claims requiring attention. The description above the process button will provide details of the level

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Options

Process allows the claim to be moved to your Manager for approval. Process claim Save as draft will store the claim with the lines currently entered in the Drafts section of the Welcome screen for further editing at any time. Cancel will exit

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Odometer Readings

If odometer readings are required this functionality will already be activated for you vehicle. When making a mileage claim, select the mileage category and your vehicle. If you are using this for the first time you will then be asked to enter the start and end readings from your odometer.

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Claim Assistant – Final Claim Details Mileage

Select “next” to move to the next step in the claim assistant. The following screen has already been described in the purchase item section. The items specific to mileage claims are detailed below. Further details on the Add links are

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User Profiles

Updating home/work address

In order to update your work address on your user profile, you must request this change from your expenses / payroll department. The home address can be changed from your user profile screen. In order for the home address to

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My authorising manager is incorrect

Authorising manager changes can only be made by a system administrator and as such if your authorising/line manager is incorrect and you need to get this updated, only your expenses / payroll department can action requests of this nature. As

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Adding your vehicle with DVLA checks

Before you can start to claim mileage in MyExpenses you will need to add your vehicle. If you are logging in for the first time you will see a bar at the top of the Welcome screen, use the link

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Adding a delegate (Claimant)

You may wish to add a delegate to your profile, this is so that other people within the organisation can authorise/process claims on behalf of yourself or another person. In order to set up delegation you must first navigate to

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Other

Duty of Care

If your organisation has a policy requiring you to upload your vehicle documents then these must be kept up to date according to your organisation’s rules. You will be notified when you are required to upload documents. The screen below

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Reports

Using Report Views

From the side menu go to Reporting –> Report Views. Each section contains system reports for key sections of the system. Select the section you need, from Claim Analysis to MyTime and click of on one of the views within

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Standard Reports

To display the list of the reports click on the Reports button located on the side menu. All reports can be exported to a number of external apps including Excel, Word, PDF as well as viewing it within the browser. Clicking

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