ProMaster User Guide to “Create Expense Claim”
Contents
1. To make a claim that is travel related you are required to use the Create Quick Claim button BESIT located against the linking and allocations area with the travel plans What information do need before make a claim Before making any claim you required a tax invoice that shows an ABN Number and or he GST component 3 Page Create Expense Claim Step 1 To make a claim for Out of Pocket expenses click on the Create Expense Claim on your ProMaster a Home n jon Purchase Requisitions iti Profiles Document Control Christine Schiller Account Holder Charles Sturt University outstanding Tasks 17 Review Travel 8 Create Expense Claim EJ create Travel Plan You are presented with the Expense Header screen Christine Schiller Enterprise Controller Expense Header Waiting Accountholder Item Details Line No Merchant Tax Receipt Delete 1 oem Ld oo Expense Type a ee Rate aa Tax Code Invoice No Wet Tax amen om Total Add Item 4 Page Step 2 Complete the relevant details as required to validate the expense that you are claiming The required information is as follows Purpose A brief description of the expense and reason for the claim Date Will default to the current date do not change this Merchant Type the name of the merchant provider of the service Description Brief description of the type of service e g Taxi Sydney2. Charles Sturt University Wi ProMaster User Guide to Create Expense Claim This allows permanent staff the ability to create an Out of Pocket O O P expense claim for goods and services paid for using their own funds for CSU related business 1 Page Who Do I Contact With My Questions For any issues with the Create Expense Claims please in the first instance email travelcard csu edu au For further information on the ProMaster system please contact 34488 Chris Schiller 322 3 Paul McLeod Please note he system is only available for permanent CSU Staff For casual staff guests and students please use the paper travel authority order form and have this approved via the appropriate Approver To check who the appropriate Approver is please use the link below https cms csu edu au division tinserv staff policies p autho signatories 2 Page What is an Expense Claim An expense claim is used when a staff member for whatever reason didn t take Visa Card for example has used their own funds for expenses relating to CSU business When would I need to use an Expense Claim You use this link when you want to be reimbursed for an expense that has been incurred that CSU should pay for This link is primarily for petty cash items If the claim is for other non related travel expenses eg materials for building traps this is how you make yur claim back from the University to reimburse yourself
3. Expense Type Choose from the list on the right hand side ensure it is a relevant expense type for the claim Note Food Meals are not a Consumable expense type For any clarification on expense type s please contact Ph34488 Currency Default to AUD For Overseas Claims please refer to the Travel Office Rate Defaults to 1 000 do not change Price Enter the value of your claim including GST if applicable Tax Code Defaults to GST if you DO NOT have a Tax Invoice Receipt you should change this to NOGST unless your claim is under 82 50 inc GST Invoice Number optional Fund Org Account Program Ensure that the correct codes are entered including any Program code If you have a tax invoice receipt lf at any time you make a mistake and need to re start please click ee the Delete box Cha please tick this box PES Che TEP nterprse Loh Expense Header Expense Typ Purpose Taxi fare from the amp F 15 Please enter part of the Expense T Description O s Waiting Accountholder Item Details 7 7 a ao Type De 1 proza reloncab E E ency ane Ra Price Tax Code Invoice No Net ee OG oe aa jae 1 0000 o c000000 eooo 9 00 0 00 ee CATERING Ca ea r C careems ore campus ca Te er iO SSG CLEANING Cle CONFERENCE Co CONSUMABLES Ot DEPENDANT CHILD CARE De Step 3 Submit if you wish this to be processed or Save as Draft if yo
4. erse Expense Button it will take you back to the previ Click to attach the relevant tax invoice receipts to the claim A Click on Browse and select the pathway for the folder where the tax invoice s have been scanned too Select the correct tax invoice for the expense double click to attach B Complete the Description Box Tax Invoice Receipts for traps etc C Click on Update Changes D Cancel Exit PROMASTER File Attachments Help Paul McLeod Account Holder Charles Sturt University Expense Header Account Type Claim Reference Id xoo00000000000028855 Expense Group General Account Holder Paul McLeod Purchase Date 19 09 2011 Status Ae Amount AUD 32 00 Files Attached Files to Upload Fle q Update Changes The claim is now located in the Waiting Approval workflow Once approved the claim will move to Private Remittance for Finance to check and then to Waiting GL Post to process in to your EFT account Payments are posted on a daily basis There is no association with salary and wages payments This will be the same account that your normal CSU salary is paid to 6 Page There is no email alert and it is the responsibility of the staff member to check their bank account to verify the funds have been paid Should a request be made to instigate a Bank Trace then a fee may be charged for this service 7 Page
5. u wish to save the claim and return to this at a later time The Add Item Button allows you to do multiple claims on the one screen ensuring that you have one item per line item If the Claim relates to a Travel Plan then Save as Draft will allow you to attach this claim to your Plan through the Allocation process refer to the Allocation User Guide 5 Page Step 4 After submission you are required to attach the tax invoice s receipt s for substantiation of the claim and for CSU to correctly claim the GST tax Credits W MCKOMASTER Expense Vetalls 3P Quick Links gHelp Bg Logott Home Nnses iti Document Control Paul McLeod Account Holder Charles Sturt University Expense Header Account Type Claim Purchase Date 19 09 2011 Reference Id x0000000000000028855 Expense Group General Date Created 19 09 2011 Amount AUD 32 00 Account Holder Paul McLeod Purpose Taxi from the Airport Supervisor Christine Schiller Status Waiting Approval Document Control Number Files Attached 0 Item Details Line No Date Merchant Desaiption Tax Receipt 1 19 09 2011 Yellowcabs Taxi No Expense Type Currency Rate Quantity Price Tax Code Invoice No Net Tax Gross TRAVEL DOMESTIC AUD 1 1 000 32 000 GST 29 09 2 91 32 00 Fund Org Account Program A102 248 450 0000 A UUN _ S m 7 n m q Reverse Expense Create Expense Attachments i Go to Home Page for any adjustments if necessary If you click on the Rev
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