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Impensa Employee User Guide (March 2011)

1. save Waiting for https asp soprahosting co uk impensa wicounil options cai ch Internet On completion click the Default radio button on the right of your vehicle details as shown above The calendar icon can be used for date vehicle acquired Now click save You can add other vehicles provided you are insured to use them for business by clicking the he sign and following the instructions as before If you no longer use a registered vehicle for business travel remove it by clicking the button below the vehicle details Only use Edit to correct details for that particular vehicle Select your main vehicle by clicking the Default radio button on the right of the vehicle details The system will auto populate these details every time you make a claim You can change this at any time through Options Always click save after making changes You can access this screen at any time by clicking Options on the right hand side of the main toolbar DATA LABEL INTERNAL 6 4 Vehicle Documents When you first make a mileage claim your manager will be sent an automated e mail advising him her to check your original documents for vehicle registration number Your manager will not authorise claims until he she confirms having seen the following documents e Current driving licence e Comprehensive Motor Insurance Policy and Certificate clearly stating you are insured to use
2. __ 5 Receipt Fuel VAT Receipt I Other Expenses VAT Receipt IV Selecting this checkbox will create a return journey matching the details which you have entere Departure Time oo v 08 v Arrival Time 08 v oo v 6 Return Journey 4 save expense Complete each box in sequence using W dropdown lists where available lf your departure or arrival location is not listed choose either e Other Workplace if it is a recognised council workplace or e Other Non Workplace e g Edinburgh For audit purposes you are required to give a full explanation in Purpose of Journey meeting and return are not enough In Purpose of Journey Internal Audit requires a full explanation e g meeting or site visit etc is not acceptable In Distance enter single journey miles Some journey miles will auto populate If not click on Schedule of Mileages on right of Single journey miles for the council s approved mileage for your journey If your journey is not listed travel by the shortest possible route Receipt confirm you have valid fuel VAT and expenses receipts You must have at least one valid fuel VAT receipt per monthly submission HMRC requires you to keep all receipts for expenditure incurred and your fuel VAT receipts for 6 complete tax years Return Journey if returning to your original location tick the return journey box and amend y
3. 00 M i Lunch 0 ee ge ee 0 00 Tea 0 0 00 wered b Impensa e pr Dinner 0 0 00 Total 0 00 Accommodation Nights 0 Total 0 00 Grand Total Total 0 00 DATA LABEL INTERNAL 13 The next screen shows your submission Is now in progress Impensa West Lothian Council Windows Internet Explorer provided by West Lothian Council JS Te https asp soprahosting co uk impensa wicouncil approvedSubmissions cgi v a X Live Search File Edit View Favorites Tools Help Er w r Mk impensa West Lothian Council SN West Lothian Eleanor Test 6 Ulexpenses System Employee View Switch Information Page Expense Diary Submissions Guidelines Help Options Logout Submission In Progress Expenses To Claim cs Your submission is currently greater than the maximum monthly submission limit of 10 00 gt Save Progress z Submit Now ie Your submission is currently greater than the maximum mileage limit of 10 miles G Changes have been made to your submission Please remember to save your progress Journeys 4 Submission Summary Distance 41 2mil January 2011 Mileage 16 48 Allowance Date Title Nights Journeys Mileage Costs View Inc Other Costs 0 00 5th Jan 2011 Wednesday l l 4 l 41 20 mil 0 00 I IV Total 16 48 SR 1 ges 1 08 28 Journey rney from Civic Centre to County Buildings Linlithgow Impensa roll out Othe T Keep i F 1 ey z Subsisten
4. Services Initiatives Employee Info Help QuickLinx Latest Additions QuickLinx Old Phone Book Green Transport Strategy myPassword West Lothian A to Z Active Health Work Trail Cycle Leader Training Course at Low Port 16 17 April 2011 Check Your Speed Asset Management Plans Employer Supported Volunteering Scheme Driving Issues DATA LABEL INTERNAL 20 When you see the 1 screen click General then Delete as shown below Then on the 2 screen click the Temporary Internet File Cookies and History buttons indicated then Close On the 3 screen click the Automatically radio button then OK Internet Options ees Delete Browsing History gy i x General Security Privacy Content Connections Programs Advanced Temporary Internet Files Copies of webpages images and media that Delete files To create home page tabs type each address on its own line are saved for faster viewing http ffwebwestl app westlothian gov uk rv Cookies Files stored on your computer by websites to Delete cookies __Usecurrent_ Use default useblank save preferences such as login information ee Browsing history Delete temporary files history cookies saved passwords Histo and web form information ry isi Delete history ar List of websites you have visited ete history Search ma VE eee gt i Delete forms Tabs Saved information t
5. from this submission will be paid in March Any other queries please e mail payfoll westlothian gov uk Cancel When claims are submitted the following message will appear gt Impensa West Lothian Council Windows Internet Explorer provided by West Lothian Council Gr ta https asp soprahosting co uk impensa wicounail currentSubmission cgi JEY 3 X Live Search File Edit View Favorites Tools Help we a E impensa West Lothian Council fo A v gt Page v 0 Tools si pe Vest Lothian Eleanor Test 6 pu Expenses S Drmation Page Expense Diary Submissions Guidelines Help Employee View v Switch Options Logout This month has now been submitted Expenses To Claim Submission Summary Travel Journeys 4 Distance 41 20mil ry Other Costs 0 00 Date Title Nights 3 ous Cost View Total 16 48 5th Jan 2011 Wednesday I l 4 l 41 20 mil 0 00 PD a R RE SE RE ities Cet er ta Coase Gaines HODENE SKEE SSE Pr JEEG ET oo ee Breakfast 0 Journey 08 00 08 30 ren rom Civic Centre to County Buildings Linlithgow Impensa roll out ie 11 10 mil 0 00 VAT 0 00 Journey from County Buildings Linlithgow to Civic Centre Impensa roll out Other Lunch 0 Journey 12 00 12 30 meeting Car van 11 10 mil 0 00 VAT 0 00 Fr ETT ER EE BE SE EE EEE ee VE SET SEE EE LEE ER Other LAFA l ben ant sae Tea n DATA LABEL INTERNAL 17 Your Manager will be se
6. in your Favourites as follows When first on the following screen click on favourites and from the drop down list click Add to Favourites and name it e g Impensa Login Impensa Login Page Microsoft Internet Explorer provided by West Lothian Council File Edt view Favorites Tools Help a E r Q 7 x EF A K Search 5 aves a bA E E 7 m ra Address a https asp soprahosting co uklimpensafvilrouneil Go Links NY West Lothian al p lerpense System Username Ler Password Login i To log into the system copy and paste the Username and Password sent to you by Impensa Now click Login Your Username is your employee number which never changes DATA LABEL INTERNAL 3 After successful login you will see the following screen Impensa Login Page Windows Internet Explorer provided by West Lothian Council l ol x EJ v https asp soprahosting co ukmpensa wlcouncil main cgi x a 3 11 XI Live Search File Edit View Favorites Tools Help we lt hr SS mh impensa West Lothian Cou Ih Impensa Login Page x fa BQ aby ip Page G Toos gt y Expenses System D Before you continue you must agree to the Terms and Conditions outlined below and change your password Terms and Conditions The information on the claims form must be accurate in every respect and it is your responsibility for making sure that it is accurate before you submit the claim Claim
7. out Other 0 00 Journey 12 00 12 30 eeting I Car van 11 10 mil M 0 00 PW ETR Journey 12 30 13 00 Journey from Civic Centre to Armadale Academy Impensa roll out meeting Er 9 50 mil M 0 00 M 0 00 i i Tea 0 Journey 14 30 15 00 Journey from Armadale Academy to Civic Centre Impensa roll out meeting aa 9 50 mil M 0 00 M 0 00 EE EEE ES ES SS RTI Dinner 0 0 00 powered by set Impensa Total 0 00 Click on the following in sequence e Save Progress e Expense Diary e Month Day to be changed e View Day Breakdown e Journey to be changed deleted see delete expense option at bottom middle of screen e Make your changes and Save expense or delete expense as required e Submissions e Month you have changed and e Click here to select all expenses As you select expenses the summary on the side bar will detail amounts to be paid Click Submit Now when finished DATA LABEL INTERNAL 16 11 Declaration You must read and agree the terms of submission before submitting The Submit button will not be available until you tick the declaration boxes Details of your submission are shown on the declaration Please make sure your claims are correct before continuing Your last chance to make changes is to click Cancel in the bottom left of the following screen and follow the instructions under section 10 above You cannot make changes after submis
8. the vehicle for business purposes and e A valid current MOT certificate where required You will also receive an automated e mail asking you to present these documents to your manager for checking 5 Default Journey Location If appropriate select your normal departure location from the dropdown list as indicated This location will auto populate each time you enter your first expense for the day Click save after making your selection 6 Impensa s Main Tabs You are now set up and ready to claim expenditure necessarily incurred on travel and subsistence in the course of undertaking your official duties Before commencing please familiarise yourself with the system s seven main tabs which are accessible from any screen Top left of any screen e Information Page for advice on claiming conditions deadlines etc e Expense Diary to add your journey mileage and expenses e Submissions to submit your claims at the end of each month e Guidelines to read Scheme for Reimbursement of Travel and Subsistence e Help for advice on using the particular screen you are in Top right of any screen e Options to change password etc as explained in 2 above e Logout to logout of Impensa DATA LABEL INTERNAL 7 7 Information Page The Information page gives you advice on claiming conditions and links to e Scheme for Reimbursement of Travel and Subsistence e Internal Audit s Schedule of Mileages and e Payroll s e
9. under its Disciplinary Policy and Procedure You should also be aware that the deliberate falsification of an expenses claim is considered to constitute gross misconduct and in this event the council will take disciplinary action against you under its Disciplinary Policy and Procedure which may lead to dismissal without notice In cases of dishonesty the council may report false claims to the police with a view to criminal prosecution If you require any further information please contact the HR Pay amp Reward Team at payroll westlothian gov uk I confirm that I have read and understood the above Terms and Conditions A Change Password To change your password enter your current password below Current Password Now enter your new password which must have a minimum of 8 characters a mix of uppercase lowercase and alpha numeric characters ONLY Passwords are case sensitive New Password Re type New Password After reading the terms and conditions confirm you have done so by ticking the box indicated above Now change your password in accordance with the following Rules 2 Password Rules Passwords must contain a minimum of 8 characters a mix of uppercase lowercase and alpha numeric characters ONLY Passwords are case sensitive Passwords are valid for 90 days You cannot select any of your previous 10 passwords On completion click Save The system will advise you when to change your password However
10. you can change it at any time by clicking Options on the right hand side of the main toolbar and following the instructions Always click update on completion DATA LABEL INTERNAL 4 You will now see the following screen Impensa West Lothian Council Windows Internet Explorer provided by West Lothian Council GJ X le https asp soprahosting co uk impensa wicouncil options cgi 7 amp 44 X Live Search File Edit View Favorites Tools Help fv ED ae page Tools gt Ve d Impensa West Lothian Counci NY West Lothian Eleanor Test 6 Ulexpenses System Employee View Y Switch Information Page Expense Diary Submissions Guidelines Help Options Logout ist March 2011 Welcome to Impensa Registered Vehicles TP ONLY use to Add an extra vehicle for business use or ag Replace the vehicle with another if you no longer have the vehicle E ONLY use to permanently remove a vehicle Edit ONLY use to update a vehicle s details if they are incorrect Add new vehicles using the GF icon Vehicle Details Default gt PE save Default Journey Location Select your normal departure location from the dropdown list and it will automatically show each time you enter your first expense for the day Please Select v Location save powered by T Impensa 3 Add Registered Vehicle s To enter your vehicle details click on the blue bar indicated above DATA L
11. 0 31 Wednesday 5th January 2011 Day Breakdown Day Summary This day is not part of a submission Once you have finished entering details for this day please remember to add this Tana day using the Submissions section FESTET Journeys 4 00 Type Start End Details Information Distance 41 20mil Journey 08 00 08 30 Journey from Civic Centre to County Buildings Linlithgow Other Car Van 11 10mil 0 00 Mileage 16 48 Journey 12 00 12 30 Journey from County Buildings Linlithgow to Civic Centre Other Car Van 11 10mil 0 00 Other Costs 0 00 Journey 12 30 13 00 Journey from Civic Centre to Armadale Academy Other Car Van 9 50mil 0 00 ik Journey 14 30 15 00 Journey from Armadale Academy to Civic Centre Other Car Van 9 50mil 0 00 Costs 0 00 Totals 0 00 41 20mil 0 00 Accommodation add new expense Nights 0 Costs 0 00 Add New Accommodation Expense Select Type Accommodation Grand Total Total 16 48 1 Start Time amp Location From 15 x oo x p The cost for multiple nights will be associated with the last night of the stay and as such you canngt Number of Nights pa create an expense which ends in the future Checkout Time 15 v oo v 2 Purpose Purpose of Stay a 3 Address Address of Accommodation 4 Costs Cost E 5 Receipt VAT Receipt I save expense p PT internet 100 gt 4 Complete ALL fields using dropdown lists W as required Give fu
12. 00 Journey from Civic Centre to Armadale Academy Other Car Van 9 50mil 0 00 EE Journey 14 30 15 00 Journey from Armadale Academy to Civic Centre Other Car Van 9 50mil 0 00 Costs 0 00 Totals 0 00 41 20mil 0 00 Accommodation add new expense Nights 0 0 00 powered by T Impensa Grand Total Total 16 48 GJ 3 https fasp soprahosting co uk impensa wlcoundl dayList cgi z 2 3 11 X Live Search File Edit View Favorites Tools Help Ei NY West Lothian Eleanor Test Ulexpenses System Employee View Switch Information Page Expense Diary Submissions Guidelines Help Options Logout 2010 2011 Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug T wW T F sS 5 M T WwW T F 5 5 M T Ww T F M T wW T F 5 5 M 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 2i 22 23 24 P 26 27 28 Thursday 3rd February 2011 Day Breakdown Day Summary This day is not part of a submission Once you have finished entering details for this day please remember to add this Travel day using the Submissions section PE journeys o Type Start End Details Information Distance Omil Totals 0 Omil 0 00 Mileage 0 00 Other Costs 0 00 add new expense subsistence Costs 0 00 Subsistence Add New Subsistence Expense Select Type Subsistence a oa t Nights 0 1 Start Time 2 E Time Costs 0 00 os foo v os z Joo v 3 Det ils Grand Total gt er Total 0 00 Pur
13. ABEL INTERNAL Record your vehicle details as requested in the following screen gt Impensa West Lothian Council Windows Internet Explorer provided by West Lothian Council oS y https asp soprahosting co uk impensa wicouncil options cgi acquiredDate_vehideOptions_OAnchor File Edit View Favorites Tools Help eS mp v gt Page v 3 Tools NY West Lothian Eleanor Test 6 Ve Ge O impensa West Lothian Council ARAN f Expenses System ru p y Employee View Y Switch Information Page Expense Diary Submissions Guidelines Help Options Logout ist March 2011 Welcome to Impensa Your password has been changed D Please add your registered vehicles details below Registered Vehicles P ONLY use to Add an extra vehicle for business use or T e Replace the vehicle with another if you no longer have the vehicle EE ONLY use to permanently remove a vehicle Edit ONLY use to update a vehicle s details if they are incorrect Add new vehicles using the qr icon Vehicle Details Default Make Model Registration Number Engine capacity cc Date Vehicle Acquired 5 C Select below as appropriate Car Van Motorcycle C Last Document Check F save Default Journey Location Select your normal departure location from the dropdown list and it will automatically show each time you enter your first expense for the day Location Please selet 1 4
14. INTERNAL 8 8 Expenses 8 1 Guidelines Before commencing you should familiarise yourself with the Scheme for Reimbursement of Travel and Subsistence Expenses to view the scheme click the Guidelines following screen It is important that you submit your claims regularly and on time as claims can for three months i e the current month and the previous two 8 2 Expense Diary tab shown in the only be accepted Now click on Expense Diary on top menu tab and add travel expenses subsistence as follows Choose the required month Choose the required date Click add expenses Impensa West Lothian Council Windows Internet Explorer provided by West Lothian Council 659 I htips asp soprahosting co uk impensa wlcouncil monthList cgi amp s gt lt flive search File Edit View Favorites Tools Help CES Impensa West Lothian x v fh gt Page 03 Tools NYT West Lothian EG Ulexpenses System Information Page Expense Diary Submissions Guidelines Help 2010 Aug Sep Oct Nov Jan Feb Mar Jun February 2011 Date ist Feb 2011 uesday 2nd Feb 2011 Wednesday add expenses 3rd Feb 2011 4th Feb 2011 5th Feb 2011 6th Feb 2011 7th Feb 2011 8th Feb 2011 l l l 9th Feb 2011 10th Feb 2011 1ith Feb 2011 12th Feb 2011 13th Feb 2011 14th Feb 2011 15th Fah 2011 co a
15. If you travel by bus train etc in Method of Travel click W and select from the dropdown list 2 i Information Page Expense Diary Submissions Guidelines Help Options Logout 2010 2011 Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug T w T F 5 5 M z j W T F 5 S M T WwW T F 5 T w T F 5 5 M 1 2 z 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Day Breakdown Day Summary This day is not part of a submission Once you have finished entering details for this day please remember to add this r day using the Submissions section FREE Journeys 0 Type Start End Details Information Distance Omil Totals 0 Omil 0 00 Mileage 0 00 Other Costs 0 00 add new expense subsistence Costs 0 00 Add New Journey Expense Select Type Journey v Accommodation Nights 0 1 Departure Location amp Time Costs 0 00 From Please select v at 08 v 00 v Grand Total 2 Arrival Location amp Time Total 0 00 To Please select v at os x oo v 3 Purpose Purpose of Journey Please fully explain the purpose of your journey Specifying just Meeting is not enough 4 Method of Travel Reg Car Van WLC 59 IMP Default Distance SINGLE journey miles Click to view the Schedule of Mileages Other Expenses gf 1 rd Make aud Model l tt lt isSCS Reg No mcsom it Engine Capacity oo cc lt
16. In the following screen click add new expense Impensa West Lothian Council Windows Internet Explorer provided by West Lothian Council Eleanor Test 6 Employee View v Switch Options Logout Jul Aug Month Breakdown Month Summary Travel Journeys 0 Distance Omil Mileage 0 00 Other Costs 0 00 Subsistence Costs 0 00 Accommodation Nights 0 Costs 0 00 Grand Total Total 0 00 GJ RR https asp soprahosting co uk impensa wlcouncil dayList cgi x amp gt five search File Edit View Favorites Tools Help SOY West Lothian y Ulexpenses System 2010 2011 Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun T wW F F 5 S M T Ww T F M T WwW T F og S M T wW T p 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 Wednesday 2nd February 2011 This day is not part of a submission Once you have finished entering details for this day please remember to add this day using the Submissions section Type Start End Details Information Totals 0 Omil 0 00 add new expense DATA LABEL INTERNAL Eleanor Test 6 Employee View x Switch Information Page Expense Diary Submissions Guidelines Help Options Logout Journeys Distance Mileage Other Costs Omil 0 00 0 00 Subsistence a on 8 3 Add Mileage Expenses The system auto defaults to Journey and your Registered Vehicle
17. arly and on time as claims can only be accepted for THREE months i e the current month and the previous two i 1 Travel and subsistence expenses claims must be in accordance with the council s Scheme for Reimbursement of Travel and Subsistence Please refer to the Scheme before making a claim 2 Mileage claimed must be by the shortest route see the council s Schedule of Mileages 3 Journeys starting finishing at your home should only be undertaken in exceptional circumstances and ONLY EXCESS mileage can be claimed 4 You must keep all receipts for expenditure incurred AND valid VAT receipts for the purchase of fuel for 6 complete tax years If you wish you can keep your receipts in electronic format provided the details are legible If you have questions or comments please don t hesitate to contact us at payroll westlothian gov uk See ee ee ee ee eee ee ee ee ee ee ee ee March s Payroll ist Mar 2011 Please note the deadline for March s payroll is in 9 days time 10th March click here to go to the submissions page January s Payroll January s Submission You have un submitted expenses for January totalling 16 48 you have 61 days to submit your claim click here to go to the submissions page www www www www ww wwe www eww ewe www wwe www eww ewe wwe wwe ewe wee eww we ewe ewe ewe wee eee ewe we we wee ee wee wwe wwe ewe ewe wee wwe we we ewe we wee wee eee www eee ee ewe eww ewe wee eee e ee ee DATA LABEL
18. ce _ _ all tata 9 I meeting Car Van 11 10 mil 0 00 IV Breakfast 0 i Journey from County Buildings Linlithgow to Civic Centre Impensa roll out KG e 0 00 Journey 12 00 12 30 heeting I Car van 11 10 mil M 0 00 M Fear Journey 12 30 13 00 Journey from Civic Centre to Armadale Academy Impensa roll out meeting a I 9 50 mil IV 0 00 M 0 00 i i Tea 0 Journey 14 30 15 00 Journey from Armadale Academy to Civic Centre Impensa roll out meeting foe I 9 50 mil M 0 00 M 0 00 me Dinner 0 0 00 powered by E Impensa Total 0 00 Accommodation Nights 0 Total 0 00 Grand Total Total 16 48 The above red and yellow banners show if your claims are over your Service s limit This just means that your claims will be sent to your manager for approval and submission to Payroll If you are happy that your claims are correct follow the instructions in the blue banner and click Save Progress under Expenses to Claim DATA LABEL INTERNAL 14 As shown below you will now see a list of your journeys The Expenses to Claim on the right hand side lists your total claims for the period EJ m https asp soprahosting co uk impensa wicouncil approvedSubmissions cgi a X Live Search File Edit View Favorites Tools Help Eir we he MH impensa West Lothian Council NY West Lothian Eleanor Test 6 Me Syst ene Y xpenses System Employee View v Switc
19. enses Impensa West Lothian Council Windows Internet Explorer provided by West Lothian Council GJ nr https fasp soprahosting co uk impensa wlcoundl currentSubmission cgi v g 4 X Live Search File Edit View Favorites Tools Help 35 MA Impensa West Lothian X Iih Impensa West Lothian Cou SN West Lothian Eleanor Test 6 Ulexpenses System Employee View x Switch Information Page Expense Diary Submissions Guidelines Help Options Logout Submission In Progress Expenses To Claim a January 2011 Save Progress Submit Now ave been selected for this submission me T Click here to select all expenses Travel S Journeys 0 Date Inc Distance 0 00mil Sth Jan 2011 Wednesday 4 41 20 mil 0 00 i O Mileage 0 00 Allowance j Ge ES Journey from Civic Centre to County Buildings Linlithgow Impensa roll out _ Other 10 Ge Other Costs 0 00 Jou 08 00 08 30 gt V oM rney l pors Gar van 11 10 mil M 1 0 00 M 3 z Journey from County Buildings Linlithgow to Civic Centre Impensa roll out Other Journey 12 00 12 30 7 eeting Car van 11 10 mil IV 0 00 M in Journey 12 30 13 00 Journey from Civic Centre to Armadale Academy Impensa roll out meeting ses 9 50 mil M 0 00 M i _ 0 Re Journey 14 30 15 00 Journey from Armadale Academy to Civic Centre Impensa roll out meeting pone 9 50 mil IV 0
20. first submission then annually you must submit to your Manager e avalid driving licence e Comprehensive Motor Insurance Policy and Certificate clearly stating that you are insured to use your vehicle for business purposes and e an M O T certificate where required by law Your Manager can then update Impensa and your claim will be processed for payment 12 Submission Status Submission in Progress You have not submitted your claim Check all Inc boxes are ticked by clicking on the banner T Click here to select all expenses then Save Progress and Submit Now Not Yet Submitted You have not submitted your claim see above to progress Pending Manager s Approval Claim requires your manager s approval Rejected Contact your manager to discuss expenses claim rejection Pending Action by Payroll Claim successfully submitted Processed Claim paid and you have a permanent record available for viewing DATA LABEL INTERNAL 18 gt Impensa West Lothian Council Windows Internet Explorer provided by West Lothian Council GJ v https asp soprahosting co uk impensa wicouncil submissionList cgi File Edit View Favorites Tools Help Ww s r Impensa West Lothian Council NY West Lothian George Test p Ulexpenses System Employee View Switch Welcome Page Expense Diary Submissions Guidelines Help Options Logout Submission List All Past amp Present Sub
21. h Information Page Expense Diary Submissions Guidelines Help Options Logout Submission In Progress Expenses To Claim x Your submission is currently greater than the maximum monthly submission limit of 10 00 TORET REE Submit Now o Your submission is currently greater than the maximum mileage limit of 10 miles Enger Submission Summary Travel Journeys Distance 41 20mil January 2011 l Date Title Nights Journeys Mileage Costs View Inc 5th Jan 2011 Wednesday l I 4 I 41 20 mil 0 00 VW pins 16 48 Kornet ae Journey from Civic Centre to County Buildings Linlithgow Impensa roll out GR gene sele ne Journey 08 00 08 30 ni A Se eee Car Van 111 10 mil M 0 00 M Total 16 48 PE 12 00 12 30 Y from County Buildings Linlithgow to Civic Centre Impensa roll out aaa 111 10 mil V 0 00 M pe See Other i Breakfast 0 Car Van 9 50 mil M 0 00 M 0 00 Lunch 0 0 00 Tea 0 0 00 powered by E Impensa Dinner 0 50 Journey 12 30 13 00 Journey from Civic Centre to Armadale Academy Impensa roll out meeting Journey 14 30 15 00 Journey from Armadale Academy to Civic Centre Impensa roll out meeting 9 50 mil M 0 00 M ETT TTS TETT TETTESTE TTS TETT TETTESTE TT TITTET TETTESTE TESTET LCL LEC TT ee Wee mme maa om ma am aa Accommodation Nights 0 Total 0 00 Grand Total Total 16 48 10 Make Changes If you realise at this point t
22. hat you have typed into forms Change how webpages are displayed in Settings tabs Passwords Appearance Passwords that are automatically filed in when Delete passwords Colors Languages Fonts Accessibility vee on to website you ve previously About deleting browsing history Delete al Temporary Internet Files and History Settings x Temporary Internet Files Internet Explorer stores copies of webpages images and media for faster viewing later Check for newer versions of stored pages Every time I visit the webpage Every time I start Internet Explorer Automatically 7 Never Disk space to use 8 1024MB Recommended 50 250MB Current location C Documents and Settings walker eleanor Vocal Settings Temporary Internet Files Move folder View objects View files History Spedfy how many days Internet Explorer should save the list of websites you have visited Days to keep pages in history DATA LABEL INTERNAL 21 Cache Refresh Each time you visit a Website your browser may automatically store a copy of the pages you visit on your hard drive This is called caching However you may not always see the most recent version next time you access the web page There may be a caching problem with some of the JavaScript files used to verify Impensa commands To force the browser to get the most up to date version
23. hat you ve made a mistake you must remove the Inc tick from the particular claim to be changed as shown above DATA LABEL INTERNAL 15 Make your changes on the following screen gt Impensa West Lothian Council Windows Internet Explorer provided by West Lothian Council iy oO x GJ jv https asp soprahosting co uk impensa wicouncil currentSubmission cgi X a t X ILive Search File Edit View Favorites Tools Help w s r Mk impensa West Lothian Council ARAN fm gt Page 5 Tools Nw West Lothian Eleanor Test 6 Ulexpenses System Employee View Switch Information Page Expense Diary Submissions Guidelines Help Options Logout Submission In Progress Expenses To Claim i i i Changes have been made to your submission Please remember to save your progress mete ve Progress Submit Now January 2011 i os Travel ine No expenses have been selected for this submission aca gt journeys 0 Distance Omil Click here to select all expenses Mileage 0 00 Allowance Date Title Nights Journeys Mileage Costs View Inc Other Costs 0 00 5th Jan 2011 Wednesday 4 41 20 mil 0 00 E Total 0 00 sa ani na an Journey from Civic Centre to County Buildings Linlithgow Impensa roll out 1 er 2 ee NE Subsistence Journey 08 00 08 30 arr Gar Van 11 10 mil M 0 00 IV TREE 0 i f Journey from County Buildings Linlithgow to Civic Centre Impensa roll
24. ll reason accommodation was necessary Meeting is not sufficient You MUST have a valid VAT receipt Tick the VAT Receipt box indicated above Click Save expense Day Breakdown on the right hand side of these screens gives a Summary of mileage expenses claimed for that particular day DATA LABEL INTERNAL 12 9 Submissions BEFORE submitting claims check they are correct as you cannot change or delete them after submission Claims must be with Payroll no later than 10 of each month for payment in that month unless otherwise advised on the Information page To submit your claim for payment click Submissions on the main menu tab Now click on the Add a new submission bar as shown below Impensa West Lothian Council Windows Internet Explorer provided by West Lothian Council GJ X 3 https asp soprahosting co uk impensa wicouncil submissionList cgi z 2 4 X Jive Search File Edit View Favorites Tools Help Ei we abe Impensa West Lothian Council NY West Lothian Eleanor Test 6 lljenpenses System Information Page Expense Diary Submissions Guidelines Help Submission List All Past amp Present Submissions January 2011 Not Yet Submitted No expenses have been added to this month s submission Click here to add new submission Employee View x Switch Options Logout Pages Click on the blue banner shown below to select all of your exp
25. mad West Lothian PU Council IMPENSA Self Service Expenses System Employee User Guide Software Provider Sopra Group Author Eleanor Walker Document Version 1 7 Issue Date March 2011 Project Development Allison Mathieson Signed 4 Project Manager Lesley Wilson Signed nm DATA LABEL INTERNAL 1 8 1 8 2 8 3 8 4 8 5 10 11 12 13 14 15 APPENDIX 1 Troubleshotting Guide Minimum Requirement Housekeeping Internet Explorer Version 6 Internet Explorer Version 7 Cache Refresh CONTENTS Impensa Login Screen rrnrannnnnnnnnnannnnnnnnnannnnnnnennnnsnnnnnennanennnnsnnnnee Password RIS se Add Registered Vehicle S ccccscccssccceseceseeceseceusecseeeseeesaueeseeess Venicle DOCUMEN irns a Default Journey Location cccseccceeecceecceeeceuceceeesseeeceueeseeesseesees Impensa s Main I AOS 56 GEE MOm l0n Pagesa EDENS ES aan am CUden sS Jaaa EOS DN ereen aaa Add Mileage Expenses rrarrnnanrnnnnnvanrnvanrnnnnnnnrennnrnnanennnsnnnnennnne Subsistence EXPENSES o T p E EEE S Accommodation expenses ccecccseccceeecceeeceueecseeceeeeeeeessueensess SUE ONS aS Make GANGES EE EE HENNE Record Keeping aent ae mdvdalde DATA LABEL INTERNAL Amer 11 EMPLOYEE USER GUIDE Managers Note Please see the separate Managers Guide for authorising expense claims 1 Impensa Login Screen For future easy access to Impensa save the link
26. mail box to ask questions on Impensa and travel subsistence The Information page auto alerts e your un submitted claims and the deadline for submission and e counts down at the start of each month the number of days left to submit your claims This is also where the Impensa team posts deadlines for submitting claims for early pay dates e g Christmas New Year etc Impensa West Lothian Council Windows Internet Explorer provided by West Lothian Council GJ j Y https asp soprahosting co uk impensa wicouncil approvedSubmissions cgi File Edit View Favorites Tools Help va gt X Live Search Ve ST WR impensa West Lothian Council vr A v det ov gt Page v OG Tools gt Employee View Switch Information Page Expense Diary Submissions Guidelines Help Options Logout ist March 2011 Information Page m me eee 0 ee me eee eee me eem ee ee meme eee ee e e e Information Posted by Eleanor Walker on 26 01 2011 at 16 10 1 me Welcome to Impensa West Lothian Council s new online expenses system The council will only reimburse travelling expenses wholly necessarily and exclusively Eleanor Test 6 incurred by you in the performance of your duties me 9999793 USER GUIDES Login Guide Employee Guide Manager Guide CLAIMING CONDITIONS It is important that you submit your expenses claims regul
27. missions February 2010 Not Yet Submitted No expenses have been added to this month s submission Click here to add a new submission January 2010 Submitted 9th February 2010 at 14 36 Pending Manager s Approval Nights 0 Journeys 2 Mileage 22 20mil Costs 0 00 Pages Remember to check submission status prior to the payroll cut off dates End of process 13 Options Page Click Options on the right hand side of the main header at any time to e Change your Password e Add change vehicle details and e Select change your Default Journey Location 14 Help Choose help from the menu tab to view information relevant to the screen you are using 15 Record Keeping Internal Audit verification requirements You must ensure that the purpose of your journey is fully explained in the Purpose of Journey box For example meeting or site visit etc is not acceptable HMRC Requirements HMRC requires you to keep all receipts for expenditure incurred and valid VAT receipts for the purchase of fuel for 6 complete tax years If you wish you can keep your receipts in electronic format provided the details are legible DATA LABEL INTERNAL 19 APPENDIX 1 Impensa Employee Self Service Expenses System PC Troubleshooting Guide To assist Users who experience problems accessing Impensa or using functions within the system Minimum Requirement The minimum specification for Desktop Laptop Computers i
28. nt an e mail advising of any claims that exceed your Service s set limits as they need your Manager s approval You will also receive a message as follows MT West Lothian Council Impensa Expenses System Submission Awaiting Approval Message HTML i oj x File Edit View Insert Format Tools Actions Help Adobe PDF 7 J A B 7 Uu i 8 i jaReply Reply to All Meridio Forward G B 24 vr BliAaxKx e s A O From noreply soprahosting co uk Sent Tue 09 02 2010 11 50 To Walker Eleanor Subject West Lothian Council Impensa Expenses System Submission Awaiting Approval YOUR ACTION IS REQUIRED IN RESPONSE TO THIS MESSAGE Your expenses submission is awaiting approval by your line manager for the following reasons e Annual document check you must take the following original documents to your manager for checking 1 Current driving licence 2 Comprehensive Motor insurance Policy and Certificate clearly stating that you are insured to use the vehicle for work purposes 3 M O T certificate where required by law e the submission is over the maximum value for a single submission e the submission is over the maximum mileage limit Once the submission details have been checked by your line manager they will be able to approve your submission You can log into the system using the following link https asp_soprahosting_co_uk impensa wlcouncil Thank you Impensa On your
29. of all files from the server e Click the refresh button or F5 on the keyboard together with the shift key and then click retry Alternatively set your browser to not store pages and always retrieve the latest version Go to Internet Explorer e select Tools gt Internet Options gt General Tab gt Click Settings within the Temporary Internet Files section and e select the option Every visit to the page When finished click OK DATA LABEL INTERNAL 22
30. our return times The system automatically doubles your mileage for the round trip Click Save expense DATA LABEL INTERNAL 10 8 4 Subsistence expenses Click add new expense as shown below Impensa West Lothian Council Windows Internet Explorer provided by West Lothian Council GJ gt jE https asp soprahosting co uk impensa wicouncil dayList cgi z amp 4 X Live Search File Edit View Favorites Tools Help Ei we r M impensa West Lothian Council NY West Lothian Eleanor Test 6 Ulexpenses System Employee View _ Switch Information Page Expense Diary Submissions Guidelines Help Options Logout 2010 2011 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul 5 S M T WwW T F s M 7j wW T F sS M T WwW T F 5 M T WwW T F 5 a M 1 2 a 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Wednesday 5th January 2011 Day Breakdown Day Summary This day is not part of a submission Once you have finished entering details for this day please remember to add this Ta day using the Submissions section FEST Journeys 4 00 Te Start End Details EN Distance 41 20mil Journey 08 00 08 30 Journey from Civic Centre to County Buildings Linlithgow Other Car Van 11 10mil 0 00 Mileage 16 46 Journey 12 00 12 30 Journey from County Buildings Linlithgow to Civic Centre Other Car Van 11 10mil 0 00 Other Costs 0 00 Journey 12 30 13
31. pose ra EE D Please specify the details of your subsistence including the location Type Breakfast v 4 Costs Cost E 5 Receipt VAT Receipt Non VAT Receipt 7 save expense Complete all fields using dropdown lists as required In Purpose detail why subsistence was necessary Meeting or Site Visit is not sufficient Also give the location You must have a valid receipt and tick appropriate box Only tick the VAT Receipt box if receipt has a VAT registration number Click Save expense DATA LABEL INTERNAL 11 8 5 Accommodation expenses Click add new expense In Select Type in the following screen select Accommodation from the dropdown list V Impensa West Lothian Council Windows Internet Explorer provided by West Lothian Council oj x GJ v I https asp soprahosting co uk impensa wlcouncil dayList cgi amp s gt lt five search JE Bile Edit View Favorites Tools Help Eir w k E impensa West Lothian Council fy D det gt Page Gi Tools gt NYT West Lothian Eleanor Test 6 BAK P Ulexpenses System z Employee View v Switch Information Page Expense Diary Submissions Guidelines Help Options Logout 2010 2011 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul 5 s M ii w T F 5 5 M T Ww T F S 5 M T wW T F S 5 M i wW T F S S M a 2 3 5 6 F 8 9 10 21 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 3
32. s Internet Explorer 6 IE6 which most council computers are To check yours Launch Internet Explorer go to Help gt About Internet Explorer If your version is lower than 6 your PC may need to be upgraded contact Allison Mathieson in the first instance The minimum screen resolution is 800x600 but things may appear cluttered and the display incomplete The recommended resolution is 1024x768 Right click on your desktop click properties click settings and drag the arrow on resolutions to at least that recommended Housekeeping To ensure optimal performance all users should routinely clear out their PC or laptop Internet Explorer Version 6 To clear out your temporary Internet files and cookies go to Internet Explorer e select Tools gt Internet Options gt General Tab e click on the Delete Cookies button in the Temporary Internet Files section e click Delete Files button and e click OK Internet Explorer Version 7 Click on Help as shown below then on About Internet Explorer from the dropdown list gt WLC Homepage Windows Internet Explorer provided by West Lothian Council v A http webwest1 app westothian gov uk v 3 11 X five Search File Edit View Favorites Tools Help we a S g WLC Homepage fy AD ab ov gt Page v Gi Tools gt West Lothian Council Internal Information Service m Home Staff Directory A to Z of Services Council Minutes
33. s must only be made for expenses covered by the council s approved Scheme for Reimbursement of Travel and Subsistence Expenses and claims must be made in accordance with the rates and conditions in that Scheme Claims must only be made for expenses actually incurred and vouchers or receipts may be requested Claims are subject to scrutiny and audit arrangements by the Council and HMRC Her Majesty s Revenue and Customs and you may be asked on occasion to provide more information or to prove your entitlement to the payments claimed Therefore you should retain a diary detailing all journeys and expenses together with all relevant receipts tickets VAT fuel receipts invoices or any other receipts for a period of at least four years In addition checks may be made with the DVLA using the information you have provided The council s current Scheme for Reimbursement of Travel and Subsistence Expenses can be obtained from your line manager or from HR or via the intranet When a claim form is submitted you are accepting and undertaking to the council that its contents are accurate and that you are entitled to make the claim and receive payment in respect of your claim Should any payment be made to which you are not entitled then the council will pursue recovery in the same way as it would pursue an over payment of salary The submission of inaccurate claims may be regarded as a disciplinary matter and the council may take disciplinary action against you
34. sion If you are happy that your claims are correct tick the declaration boxes to confirm that the statements apply to you Now click Submit gt Impensa West Lothian Council Windows Internet Explorer provided by West Lothian Council go EE https asp soprahosting co uk impensa wicouncil currentSubmission cgi File Edit View Favorites Tools Help w i WB impensa West Lothian Counail Declaration Travel Total 16 48 Subsistance Total 0 00 Accommodation Total 0 00 Grand Total 16 48 Your submission is currently greater than the maximum single submission limit for your service of 10 00 and will be sent to your manager for approval Please read each of the following statements and tick the boxes to confirm that they vf to you I have read and understand the council s Scheme for Re imbursement of Travel and Subsistence I have not claimed expenses for the current submission from any other source I am not aware of any medical reasons why I should not undertake work related travel I confirm that I held a full current driving licence motor insurance policy allowing use of my vehicle for official council business and valid MOT certificate where required for the period covered by the journeys claimed in this submission If for any reason you cannot tick any of the above boxes you must click Cancel below and see your line manager If you have ticked all of the boxes click Submit Expelnses

Impensa Employee User Guide (March 2011)

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