Employee User Guide (Expenses)
Contents
1. 12 From here you can enter the expense in the usual way by following the steps above Ensure that you choose Save and Send for Approval This will appear in your line manager s Tasks section for their approval however you will need to bring this to your manager s attention as the Expenses software does not highlight changed or added items Cancelling expenses requests before line management approval Highlight the expense claim you wish to cancel and click the Delete button My Expenses Miss Jennifer Lawrence 66013303 All My Expense Reports 2 Change Query Define New Query Personalize View Standard View e Displayi Prnt Change Copy j Delete Create New Expense Report FP Start Date End Date Destination Reason Delete pursmt Currency Approval Status Attachments Alert 10 02 2014 10 02 2014 1460 GBP Trip Completed Add a gt a 03 02 2014 03 02 2014 17 10 GBP Trip Completed A new screen will pop up to confirm the deletion Delete Expense Report 100084 Employee Miss Jennifer Lawrence 66013303 You are about to delete a travel request or an expense report If you continue the data will be permanently deleted General Data Trip Number 0000100084 Start Date 03 02 2014 Time 00 00 00 End 03 02 2014 Time 00 01 00 Location Country Great Britain Reason for Trip Summary Total Mileage 17 10 GBP Total Expenses 17 10 GBP Amount to be Approved 17 10 GBP Amount to be Paid 17 10 GBP Co2. e g First 50 Miles or Miles Beyond First 50 In this example the claim is for a trip from the All Saints Building to the Birmingham NEC for a conference There was one passenger Please note that you can only claim mileage for passengers which are MMU employees You cannot claim for students or any non MMU employees The business purpose would include the reasons for travel for example Travel to name of conference or To attend meeting with name at organisation place regarding subject In addition to the full business purpose please ensure you enter the name and MMU ID of the passenger you are claiming for Mileage Details New Entry Copy Delete Date Miles Driven Passengers MMU Staff Only Start Location End Location a 24 03 2014 O No passengers we Fuel Type Diesel ha Mileage Class ifii Vehicle Type Car Business Purpose Miles beyond first 50 Accept Accept and New Entry Change Cost Centre i WBS Copy Delete There is no need to enter receipts for mileage claims however for all other expense claims you will be required to send original paper receipts to Payroll attached to the Expenses Summary statement Therefore skip the Enter Receipts screen and go straight to Review and Send To save the claim as a draft click Save Draft at the bottom of the screen If you wish to
3. 01 2014 inal Action inal Action Save Draft only want to save my expense report and send it later Save Draft only want to save my expense report and send it later Save and Send for Approval want to save my expense report and send it for approval I confirm that Allexpenses were incurred wholly exclusively and necessarily on University bu All expenses have been claimed in accordance with University policies Home to work mileage has been deducted where journeys start from or finish a Where mileage is being claimed that have read and accept the declaration rega e Save and Send for Approval want to save my expense report and send it for approval I confirm that All expenses were incurred wholly exclusively and necessarily on University All expenses have been claimed in accordance with University policies Home to work mileage has been deducted where journeys start from or finis Where mileage is being claimed that have read and accept the declaration re Insurance Declaration Insurance Declaration Summary Total Mileage 38 20 GBP Summary Total Expenses 38 20 GBP Total Individual Receipts 6 30 GBP Amount to be Approved 38 20 GBP Total Expenses 6 30 GBP E wanes Eira Amountto be Approved 6 30 GBP Amount to be Paid 6 30 GBP Cost Assignment e gany Code 100 MMU Business Area 16 Administrative Staff Cost Center 837200 837200 Cost Assignment 6 30 GBP Company Code 100 MMU Business Area 16 Adm
4. B A Oers LN mnie ao 0 When you have submitted your expense claim you will receive a notification to confirm that the expenses have been sent to your line manager for authorisation Change Expense Report 100080 Employee Ms Sarah Acton 66013206 Start Date 24 03 2014 End Date 24 03 2014 Previous Step Save and Send for Approval Expense report 0000100080 was saved 100 00 will be assigned acc to trip costs assignment guidelines Display Expense Form You can now close this window Please note that the expenses list may not auto update to display your latest expense claims so you may need to click the refresh button Amending expenses requests before line management approval To amend your expenses for example to add an extra expense click on Claim Expenses from the homepage Select the expense you wish to amend by clicking in the box next to it then clicking the Change button The Alert column shows your claim Change Query Define New Query Personalize status Ifthe alert is View Standard View v Display Print Change Copy Delete Create New Expense Report TIE showing the trip has All My Expense Reports 2 not been approved yet T Start Date End Date Destination Reason Reimbursmt Currency Approval Status Attachments Alert E 17 03 2014 19 03 2014 170 30 GBP Trip Completed 3 gt 24 03 2014 24 03 2014 38 20 GBP Trip Completed Add
5. personal details view payslips and book annual leave via a secure web based portal called myHR saving unnecessary paperwork and administration e Expenses is a module contained within myHR which allows staff to record their expenses and submit for manager authorisation electronically The e Expense module is to be used for claimed expenses Fees for additional work which have previously been claimed on the Fees and Expenses Form Fin1A will for the foreseeable future continue to be claimed via the paper copy Fin1A Policies governing usage This portal contains personal data about staff Before accessing you must make sure you are familiar with your obligations under the University s Data Protection Policy and the University s IT policies In addition e Expenses is also subject to our own internal policies and procedures as well as governance and restrictions issued by HMRC These include but are not limited to e Financial regulations e Travel subsistence and other expenses policy e Entertainment related expenses and hospitalit The data contained in this portal must not be downloaded copied or stored on any unsecure unencrypted device Environmental Impact The e Expenses module is an invaluable tool to the University to enable us to measure and manage our carbon footprint caused by travel Please support this initiative by providing as much information as possible when claiming expenses for mileage or other travel includi
6. send the claim straight to your manager select Save and Send for Approval under the Final Action section Save as draft Save and send for approval Change Expense Report 100080 Create Expense Report ai a sa fa I gt o a a General Data Enter Receipts Review and Send Completed General Data Enter Receipts Review and Send Employee Ms Sarah Acton 66013286 Start Date 24 03 2014 End Date 24 03 2014 Employee Dr David Boreanaz 66013278 Start Date 06 01 2014 End Date 06 01 2014 lt Previous Step Save Draft lt Previous Step Save and Send for Approval inal Action inal Action Save and Send for Approval want to save my expense report and send it for approval confirm that Allexpenses were incurred wholly exclusively and necessarily on University bu Allexpenses have been claimed in accordance with University policies Home to work mileage has been deducted where journeys start from or finish z Where mileage is being claimed that have read and accept the declaration rega e Save and Send for Approval want to save my expense report and send it for approval I confirm that All expenses were incurred wholly exclusively and necessarily on University All expenses have been claimed in accordance with University policies Home to work mileage has been deducted where journeys start from or finis Where mileage is being claimed that have read and accept the declaration re Insurance Declaration Insuran
7. 16 Administrative Staff Cost Centre 837200 save Or print Travel Flat Rate Date MI Flat Rate Rate GBP Reimbursement Amount GBP 24 03 2014 50 Car First 50 miles 0 45 22 50 50 Passengers Number 1 A O 10 24 03 2014 44 Car Miles beyond first 50 LIA agia ners in mnie ao 0 When you have submitted your expense claim you will receive a notification to confirm that the expenses have been sent to your line manager for authorisation Change Expense Report 100080 Employee Ms Sarah Acton 66013206 Start Date 24 03 2014 End Date 24 03 2014 O Dramas Cia Cova and Cand for Annroawal Previous Step Save and Send for Approva Expense report 0000100080 was saved 100 00 will be assigned acc to trip costs assignment guidelines Display Expense Form The Expense Statement along with any receipts must be sent to Payroll Your manager may ask to see receipts before they are sent to Payroll in line with the policy in place within your department Please check with your manager if you are unsure If your claim is for mileage only there will be no receipts and there is no need to send any paperwork to Payroll Claiming any other expenses To claim non mileage expenses select the dates for the trip then progress to the next screen Create Expense Report I gt Ra 2 3 General Data Enter Receipts Review and Send Employee Ms Sarah Act
8. B Accept Accept and New Entry Change Cost Centre WES Enter itemization 004 8 Taxi Travel 10 00 British Pound 10 You can enter the currency here You ll be asked to enter the applicable exchange rate which must be evidenced refer to Travel amp Subsistence Policy The default exchange rate is 1 GBP to 1 unit of local currency Receipt Date Amount Paper Receipt Origin 17 03 2014 15 30 v Entered Manually 17 03 2014 5 00 vf Entered Manually 17 03 2014 150 00 vf Entered Manualhy 17 03 2014 Entered Manually Enter the full business purpose of the journey including the reason for incurring the expenditure The IATA airport codes should also be entered e g MAN for Manchester If you are unsure of the code please follow the link to Airport IATA Codes Please record each leg of the journey separately so we can keep track of our carbon footprint Click Accept when finished and then click Review From the next screen you must read the submission statements and insurance declaration before saving as a draft or submitting to your manager for approval Save as draft Save and send for approval Change Expense Report 100080 Create Expense Report 1 2 General Data Enter Receipts Review and Send Employee Ms Sarah Acton 66013286 Start Date 24 03 2014 End Date 24 03 2014 Employee Dr David Boreanaz 66013278 Start Date 06 01 2014 End Date 06
9. Employee User Guide Expenses Human Resources Financial amp Legal Services Contents steer E a ant alist 3 Policies g veming USA AMENDOEIRA E ON E 3 BI VIO FV A ng A REMO ER DD RD OR RR E CORRE DD ER DD 3 FOD EEEE E E EE E E E E ec Petcare pa Mlenmde dade dem pi E A E 3 BS ODAO sees E E rE cs E EE ee tee le E E E E E E E 3 Employee Self Service ESS Jesiennie ois nh aieiaa NNa iia eaae EEEa ENE E aE Eu abale sida Sed nesta na neo 4 EGO IO AGO i E Si O EE eee eee er 4 ENC TOWNS AOS A E E E E I EAEE de E A A E E EA E 5 DEDE VOU eis e a NE RSA E e O TERS OE EEE RD EESE E O ER E A 5 Changing your Cost centi ssec erini errui iin anea aSa ia aiaa AA DAEN SEEE TAa E Ea EEEE aN Saa e 6 CHAITIN FN AC O esie E E A E E A E 6 Claiming any other expenses cccccecccsseccesecceeecececeucecaueeceeceueeceucesaueesaeesseessusesaueesaeeesaeeseusessueessenssaeesaas 10 Amending expenses requests before line management approval eee 12 Cancelling expenses requests before line management approval eee 13 Amending or cancelling expense claims after line management approval or rejection ccceeeeeeeeeee ees 14 Amending or cancelling expenses which have already been paid erre 14 STS CSC GUNNS RNA ERR NR sch PR DAE RR nee apd O E AE UR A doce eseeenadercew 14 Overview Employee Self Service ESS and Manager Self Service MSS provides managers and staff with the ability to update
10. ce Declaration Summary Total Mileage 38 20 GBP Summary Total Expenses 38 20 GBP Total Individual Receipts 6 30 GBP Amount to be Approved 38 20 GBP Total Expenses 6 30 GBP Amount to be Paid 38 20 GBP Amount to be Approved 6 30 GBP Amount to be Paid 6 30 GBP Cost Assig nment i apany Code 100 MMU Business Area 16 Administrative Staff Cost Center 837200 837200 Cost Assignment 6 30 GBP Company Code 100 MMU Business Area 16 Administrative Staff Cost Center 834200 834200 Display Expense Form Display Expense Form lt Previous Step Save Draft When saving or submitting your expense claim you can display the expense form This appears as a PDF in a new window and contains all the information relating to your expense claim You can save or print this by hovering over the PDF and using the icons However it will always remain visible in your myHR area Ms Sarah Acton Manchester Metropolitan University MMU ID 55111606 All Saints Contract ID 66013286 Manchester Manchester Pers Area All Saints M15 6BH Metropolitan Pers Sub Area All Saints University Org Unit Organisation Devel Date 25 Mar 2014 MO Manager Mrs Josephine Elso Page 1 2 0000100080 Expense Statement For Ms Sarah Acton For Claim 100080 From 24 Mar 2014 To 24 Mar 2014 Summary of Expenses Claimed Amount Type Amount GBP Travel Flat Rates 38 20 38 20 GBP of 38 20 GBP assigned to Company Code 100 MMU Click here to Business Area
11. d For example you can only claim mileage once the trip has been made you cannot claim in advance However you could save an expense claim as a draft and then submit it to your manager once the expense has been incurred e If you need to make an amendment that s fine However you ll need to edit the original submission even if it has already been paid you can t just submit a new trip with the additional item e Have your original receipts to hand ready to attach to the Expense Summary Statement which you can print once you ve completed your claim You will then attach your receipts to the statement and forward them to Payroll Room 301 All Saints Building Your manager may ask to see receipts before they are sent to Payroll in line with the policy in place within your department Please check with your manager if you are unsure e The receipt dates must correspond to the trip dates unless there is a good reason why not for example a hotel paid in advance e HMRC rules stipulate that credit card and debit card slips and bank statements are not acceptable as receipts Please do not substitute these documents for original receipts as it will result in your whole claim being returned for correction e Expenses will be reimbursed in the first available payroll after both the following have been met o Manager approval via myHR o Where applicable original receipts and Expense Summary Statement received and checked by Payroll Chan
12. g the steps above Do this with caution however if you remove or cancel expenses which have already been paid these will be recovered by MMU during the next payroll run Rejected claims If your manager rejects your claim for any reason you will receive an email to your MMU email account to notify you which will prompt you to log into myHR to address the issue 14 Version 4 Date of Issue July 2014 wwwa mmu ac uk myhr
13. ging your cost centre The cost centre for your claim will default to the budget where your salary is charged If the whole of your claim is to be charged to another cost centre or WBS then this can be changed on the screen below by clicking on the Cost Centre WBS field Create Expense Report 2 3 General Data Enter Receipts Review and Send Employee Ms Sarah Acton 66013236 Enter Receipts gt Save Draft Calendar of Trips Attachments 0 Start Date End Date Additional Information Cost Assignment 100 00 Cost Center 837200 837200 Company Code 100 MMU Business Area 16 Admir Change Cost Centre WBS Total Distance 0 Enter Mileage Details Car Mileage Rules Enter Receipts gt Save Draft If individual items of the claim are to be charged elsewhere the Cost Centre WBS can be changed against individual line entries as the claim is completed Claiming mileage To claim mileage for business related travel enter the dates of travel into the General Data section You can do this quickly by clicking on the small calendar icons Read the mileage section of the Travel Subsistence and Other Expenses Policy available on the Financial and Legal Services website to ensure you are fully up to date with any recent University or HMRC changes First 50 Miles and Beyond First 50 Miles The first 50 miles of a journey leg are paid at a higher rate miles beyond the first 50 are paid at a lower rate The rates are re
14. inistrative Staff Cost Center 834200 834200 Display Expense Form Display Expense Form lt Previous Step Save Draft When saving or submitting your expense claim you can display the Expense Summary Statement This appears as a PDF in a new window and contains all the information relating to your expense claim You must print this Expense Summary Statement attach original receipts and send to Payroll Room 301 All Saints Building You can save this document for your records by hovering over the PDF and using the icons However it will always remain visible in your myHR area 11 Ms Sarah Acton Manchester Metropolitan University MMU ID 55111606 All Saints Contract ID 66013286 Manchester Manchester Pers Area All Saints M15 6BH Metropolitan Pers Sub Area All Saints University Org Unit Organisation Devel Date 25 Mar 2014 Manager Mrs Josephine Elso Page 1 2 DD g 4 0000100080 Expense Statement For Ms Sarah Acton For Claim 100080 From 24 Mar 2014 To 24 Mar 2014 Summary of Expenses Claimed Amount Type Amount GBP Travel Flat Rates 38 20 38 20 GBP of 38 20 GBP assigned to Company Code 100 MMU Click here to Business Area 16 Administrative Staff Cost Centre 837200 save Or print Travel Flat Rate Date MI Flat Rate Rate GBP Reimbursement Amount GBP 24 03 2014 50 Car First 50 miles 0 45 22 50 50 Passengers Number 1 f DO 10 24 03 2014 44 Car Miles beyond first 50 LIA a
15. ng vehicle and fuel type or airport codes Help We hope that both ESS and MSS are intuitive and straightforward to use This guide will lead you through some key functions However if you require further assistance please email myHRsupport mmu ac uk Feedback The system has been designed through extensive consultation and has been thoroughly tested However we recognise that there is always room for improvement and we are glad to hear any suggestions If you have any suggestions for improvements or enhancements please email feedbackonmyHR mmu ac uk Employee Self Service ESS Logging in and out To log on to myHR Click on the myHR icon on your desktop a myHR Portal Logging in is straightforward just enter your usual MMU credentials in the boxes Input your usual MMU log in details here then click Log On my ik Manchester Metropolitan University Password eocccccccs This portal contains personal data about staff Before accessing you must make sure you are familiar with your obligations under the University s Data Protection Policy at Data Protection Policy and the University s IT policies at IT Policies The data contained in this portal must not be downloaded copied or stored on any unsecure unencrypted device Logging out is equally easy Just click Log off in the top right hand corner from any page You will be prompted Are you sure yo
16. on 66013236 Previous Step Enter Receipts gt Save Draft Calendar of Trips Attachments 0 General Data Additional Information Cost Assignment 100 00 Cost Center 837200 837200 Company Code 100 MMU Business Area 16 Admir Total Distance O Mile Enter Mileage Details Previou Step Enter Receipts gt Save Dratt Change Cost Centre WBS Car Mileage Rules Here you can enter the detail of the expense claim In the example below the employee has been on a trip to Dublin and has claimed for a flight a train from the airport and a meal Change Expense Report 100082 da Enter Receipts Review and Send Impleted I 4 sa General Data Employee Ms Sarah Acton 66013266 Start Date 17 03 2014 End Date 15 03 2014 Previous Step Review gt Save Draft Scanned Receipts 0 Receipt Rules Overnight Expense Rules Airport IATA Codes Don t forget to read the rules Expense Report New Entry Copy Delete Status T No Expense Type Receipt Amount Receipt Currency 001 E Meals Overseas 12 75 European Euro 002 8 o gt Business Purpose Train 5 00 European Euro Air Travel 150 00 British Pound Travel between Manchester and Dublin for the conference Departure Airport MAN Arrival Airport DU
17. our trip and expense data using different queries for travel requests travel plans and expense reports The system also lists your credit card imports Select an entry to process the trip and expense data Ee o The Expenses Policies apply to all staff within the University There are strict requirements laid down by HMRC within which the University s policies have been formulated itis your responsibility to ensure that any claim is supported by the necessary additional information to show that the claim is valid and within policy Please note Original receipts for each expense item must be attached to a print out of your e claim accessed via the Display Print button and sent direct to Payroll My Expenses Ms Sarah Acton 66013286 All My Expense Reports 0 View Standard View w Display Print Change Query Define New Query Personalize F amp Attachments Alert Reimbursmt Currency Start Date End Date Destination Reason Approval Status Before you start A few handy hints to get your started e You can only generate one expense report per date or period This means that if you have several claims to make for one day e g mileage and parking you should include those in the same report e f your claim is not to be charged to your main cost centre know the details of the cost centre or WBS codes that the claim needs to be charged to e You cannot claim for expenses until they have actually been incurre
18. st Assignment 17 10 GBP Company Code 100 MMU Business Area 16 16 Cost Center 834200 834200 To confirm the deletion click Delete A confirmation message will appear Delete Expense Report 100084 Employee Miss Jennifer Lawrence 66013303 Previous Step The current version of trip 0000100064 was deleted Display Help The expense claim may still appear in the My Expenses section when you close the window but will disappear when you refresh the page by clicking on the refresh button at the bottom right of the screen 13 Amending or cancelling expense claims after line management approval or rejection When your expense claims have been approved they will appear as Trip Approved rather than Trip Completed To edit approved expense claims highlight the row you wish to edit and click Change My Expenses Miss Jennifer Lawrence 66013303 alert symbol in this column showing the e Ea s i Start Date End Date Destination Reason Reimbursmt Currency Approval Status Attachments Alert cl aim h as been Change Query Define New Query Personalize View Standard View v Display Print Change Copy Delete Create New Expense Report FB E E 07 03 2014 07 03 2014 14 60 GBP Trip Approved 1 approved 17 03 2014 17 03 2014 2 25 GBP Trip Completed Add Here you can add in extra expenses in the usual way This is useful if you have for example forgotten to claim a bus ticket You can also use this to edi
19. t claims which have been rejected You can also delete elements that you no longer wish to claim by highlighting the row and clicking Delete When you have finished amending click Review On the Review and Send screen you can either save as a draft or submit to your manager You will receive a notification to confirm the amendment has been successful This will then go back to your line manager for authorisation even if the net amount is lower than the claim which has already been authorised You should notify your line manager that you have made amendments as the system will not automatically notify them Amending or cancelling expenses which have already been paid Occasionally we may need to amend expense claims once they have been paid Perhaps a bus ticket was missed off the original claim which has since been found To do this go to your Expenses area Highlight the row which you wish to amend or cancel Expenses which have already been paid will appear as Trip Settled rather than Trip Completed or Trip Approved To add expenses you can do so in the usual way Ensure that you submit these to your manager rather than saving them as a draft These will be processed with the next payroll run The system knows what it has already paid so there is no risk of anything being paid twice even though original items remain in the resubmitted claim To delete or remove expense items again you can do so by followin
20. u want to log off to ensure you don t click this by accident The system will automatically log you out after 15 minutes of inactivity History Favorites View Welcome Mrs Jennifer Lawrence My Self HR Administrator Deputy d Home gt Home Full Screen Options Welcome x o amp 2 1 Request Leave Public Holidays Time Tables Time Recording My Payslips My Benefits How do Workflow Profile Notifications Leave Overview The Home Page When you log in you will go straight to the Home page which has quick links to many of the key features of myHR All staff will see the top section in purple Staff with line management responsibility will also see the bottom section in blue which allows you to respond to requests from your team run reports and nominate a substitute to handle certain functions on your behalf To manage your expense claims click on the Claim Expenses icon and then Create New Expense Report A new window will appear You may need to disable your pop up blocker to ensure you see the new window Home My Self My Staff Home Welcome Request Leave Workflow Profile Notifications Leave Overview My Payslips Home My Self My Staff My Self gt Overview Full Screen Options A Public Holidays Time Tables Time Recording 5 My Benefits How do I Full Screen Options You can display create or modify your trip and expense data The system lists y
21. viewed annually and the current rates can be viewed in the Travel Subsistence and Other Expenses Policy A single journey is from point A to B If in any one trip visits are made to more than one site e g from All saints to Crewe Crewe to Stoke then Stoke back to All Saints the claim should detail each leg of the journey Therefore if you are claiming a return trip from Crewe to All Saints you would enter 38 miles each way and each leg would be paid at the higher rate However if you are travelling from All Saints to Birmingham you would need to enter All Saints Birmingham First 50 Miles All Saints Birmingham Miles Beyond First 50 Birmingham All Saints First 50 Miles Birmingham All Saints Miles Beyond First 50 A link to guidance on approved miles to and from University sites is contained within myHR Entering your claim Complete the date fields in the window below and then click Enter Mileage Details Create Expense Report A 3 General Data Enter Receipts Review and Send Employee Ms Sarah Acton 66013236 Enter Receipts gt Save Draft Calendar of Trips Attachments 0 Additional Information Cost Assignment 100 00 Cost Center 837200 837200 Company Code 100 MMU Business Area 16 Admir Change Cost Centre WBS Total Distance O Mile Enter Mileage Details Car Mileage Rules Enter Receipts gt Save Draft Select the fuel and vehicle type Then select Mileage Class
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