MY EXPENSES MILEAGE - Torbay Council the end of this document you will find a process flowchart. ... CLAIM Click My Expenses & Mileage from ... For a mileage claim this should include

Page 1 of 14 November 17

MY EXPENSES & MILEAGE

This option enables the user to create and submit expense & mileage claims and to view previously entered claims. Users are also able to save incomplete claims, update claims and delete them. Users are recommended to start a claim form each month, saving after every entry until all expenses have been claimed before submitting the request.

A receipt MUST support every entry of a claim. Scanned or photographed receipts must contain all information from the front and reverse of the receipt and be clearly legible, as required by HMRC.

After uploading copies of receipts it is recommended that you retain the paper receipts for your own records.

At the end of this document you will find a process flowchart.

CREATING A NEW EXPENSES

CLAIM

Click My Expenses & Mileage from the left side bar

Click New Claim

The Position box automatically defaults to your main post. If you have more than one post and need to change this, use the drop down arrow available and select the appropriate post for the claim you are making

This first Description box relates to the whole claim and therefore if you are including several different expenses, mileage trips etc we are recommending that you type the claim Month & Year. This will make the claim easily identifiable in the future e.g. June 2016

Click Done

Click on Add Line

Enter the Date when the expense was incurred. You can either type this in or select the date from the pop up calendar.

Note:

Expenses cannot be created for a future date. For example – if a train ticket is purchased for a journey that will take place in 2 week’s time; the claim must be made for the date the ticket was purchased (the date the expense was incurred) as opposed to the date when the journey is going to be made.

Select a Group option from the drop-down list.


Depending on the Group you select, a list of Types is displayed for selection

Select the correct Type for the claim line you are entering

Examples of Expenses & Mileage ‘Groups & Types’

Note: The relevant policies can be found in MyView / My Documents / Policies

Group Type

Accommodation Hotel Accommodation

Hotel Accommodation (London)

Out of Pocket Expenses

Business Mileage N/A

Meals Breakfast – Leave home before 8am

Evening Meal – Home after 6pm

Lunch – Absent from 12pm to 2pm

Other Expenses Business Entertaining

Car Hire Fuel

Refreshments - Childrens Services only

Parking & Tolls Car Parking

Tolls

Public Travel Air Travel

Ferry Travel

Taxi Travel

Train Travel

Tube Travel


BACK TO COMPLETION OF THE EXPENSES CLAIM…

At this point you will have -

Selected the correct post (if required)

Added a description which is relevant to the whole claim (i.e. June 2016)

Clicked on ‘Add Line’

Entered the date the expense was incurred

Selected the appropriate Group & Type

Depending on the Group/Type selected you will then be prompted to complete further information for the claim line. The example below is for accommodation:

When entering the details add a full and meaningful Description to enable the authoriser to identify the reason for the claim

Enter the Value (which should not be greater than the actual amount spent)

Number each paper receipt and enter the corresponding number in the Receipt field (you may have one receipt that covers two claim lines – this is fine and its ok to repeat this number)

Cost Centres

Cost Centre – The default cost centre will reflect the Business Unit charged according to the post you have selected. In most cases this is the correct cost centre and therefore unnecessary to change this. However, if the claim is to be charged to a separate cost centre (i.e. if the expenses relate to project work you are undertaking, and this project has a separate code), you will need to change the default.

To do this you can either type in the 15 digit account code. (This must be a valid account code and will be validated before you can submit the claim). Or, you could type in the first 5 digits and click on the search button and choose a valid code from the list provided.


If you do not have a valid account code please contact your finance team before starting to complete your form as this will be needed before you can save or submit.

Attachments – You can attach a scanned pdf copy of the receipt for this claim line:

Ensure the scanned copy contains any relevant information from the reverse of the receipt and is clearly legible, as required by HMRC.

Click on Add Attachments

Navigate to the scanned copy of the receipt on your PC or device and click Open. We recommend that you give this file the same name as the claim description and the receipt number for this line e.g. November 2017_1

Alternatively, you can attach one or more pdf files to the claim rather than each line, as described later in this document.

If scanning isn’t available a picture of the receipt can be taken with a mobile phone or tablet and this image can be attached, following the instructions above.

After you have completed all the boxes click OK. The line you have added now appears on the screen.


At this point you can either: o Save the claim and come back to it later to add more items o Submit the claim o Continue to add more lines

To continue with the same claim and add more lines, select Add Line, to create a new line.

Continue to build up your claim during the month and only submit when complete ensuring that you give your authorising officer time to action the request before the next cut off date.

ADDING A MILEAGE LINE TO YOUR CLAIM

Claims submitted can be a mixture of all groups & types, so we can continue to add mileage to the claim we have started:

Business Mileage

Enter the Date of the journey

Select the Business Mileage Group (no Type needed)

Enter a full and meaningful Description. For a mileage claim this should include details of your journey including post codes if known (see example below)

Vehicle – This will default to your main vehicle but if you have other vehicles registered to you in MyView you can use the drop down arrow to select an


alternative. If the vehicle you want to use isn’t in the list available, you will not be able to complete the claim until it’s been added. Add any new vehicles, (or updates to existing), using the form in MyView My Forms menu

Actual Mileage includes the distance travelled from home to the first destination – when that destination is not the work base, (and back again if applicable), i.e. your total journey

The Private Miles field then needs to be populated with the normal commuting mileage, (where included in the above Actual Mileage).

When the employee commences a work based journey from a work based location (either their work base or their visiting location) then the Private Miles field is left as zero.

Click on the i for online instructions relating to Business Mileage and/or refer to the relevant expenses policy

VAT Receipt for mileage is a tick box (and does not require a number reference). This is a mandatory field and you are not able to submit the claim unless this is checked.

Cost Centre – can be changed from default if required (see instructions earlier)

Attachments – you can attach a scanned pdf copy or picture of the receipt for this claim line (see instructions in the previous section)

When the line is complete click OK and it will be added to the other lines of your claim at the bottom of the screen

Note: Business Mileage is not displayed as a monetary value on the claim line and not included in Total Value. This is because the value of the claim is only processed when it reaches payment


EXPENSES CLAIM WARNINGS

Should your claim not meet the policy rules and regulations, a warning is displayed once OK has been clicked.

A warning triangle appears next to the date of the item, alerting the user to the warning.

To view the warning click on the down-arrow alongside the recycle bin

The reason for the warning is displayed

Amend the claim using the pencil icon, if required, and click OK and Save

(Refer to the guidance specifically on Warning messages to see others you may experience when entering / updating your claim)

Note: These messages are just warnings and users are able to submit a claim with the warnings remaining. It is up to the manager to check the claim before authorising. Managers will also see these warnings if the user has left them in the claim.

The manager should refer to the policy when deciding whether to accept the claim or reject it.


SAVING A CLAIM

Click on the Save button. This keeps the claim Open and saves it for later. It can be viewed in My Expenses & Mileage / My Claims History

Using the arrow at the end of the claim form will supply additional information

The coloured dots then supply information about the authoriser


ADD CLAIM ATTACHMENTS

A scanned pdf copy of a receipt can be attached to a claim line (see instructions above) or you can attach one or more pdf files to the claim:

Ensure the scanned copies contain any relevant information from the reverse of the receipts and are clearly legible, as required by HMRC.

Click on Add Claim Attachments

Navigate to each scanned copy of receipts on your PC or device and click Open. We recommend that you name each file according to the claim description and receipt numbers it contains e.g. October 2017_1-4, October 2017_5-7

Click Save

If scanning isn’t available, one or more photographs of the receipts can be taken with a mobile phone or tablet and attached to the claim, following the instructions above.

AMENDING AN OPEN/REJECTED EXPENSES CLAIM

From the My Claims History screen, click on the claim required and continue to update using the Add Line button etc

You can also update existing lines on the claim by clicking on the down-arrow alongside the recycle bin and use the pencil icon to make amendments to existing lines

Click Submit (or if still not finished you can Save and come back to it later)

AMENDING A SUBMITTED EXPENSES CLAIM

In MyView it’s possible to amend a claim that you have already submitted as long as it has not been authorised

From the My Claims History screen, click on the claim required


Click on Withdraw

Continue to update using the Add Line button etc

You can also update existing lines on the claim by clicking on the down-arrow alongside the recycle bin and use the pencil icon to make amendments to existing lines

Click Submit (or if still not finished you can Save and come back to it later)

SUBMITTING AN EXPENSES CLAIM

When you are sure your claim for the month is complete it can be submitted. The claim then goes to your manager to authorise before being sent on to payroll. The system does not prevent you entering as many claims as you like whenever you like but it will be more efficient (for you and your manager) to try and limit this to one per month.

Click Submit when the claim is ready to be sent to the Manager for authorisation

At the Submit Claim screen click OK

A submitted expenses claim is displayed with a submitted logo. If some items are being claimed against alternative cost codes they will be grouped together by cost code


An authorised claim is displayed with an Authorised logo. If some items are being claimed

against alternative cost codes they will be grouped together by cost code

PRINTING AN EXPENSES CLAIM

Printing an expenses claim is not required if a user has already uploaded copies of their receipts to their claim. If copies have not been uploaded then users must print out a summary sheet of their submitted claim and attach their receipts to this.

Choose Print Summary to print the claim and attach the numbered receipts to the summary. These must then be passed to the manager for the claim to be either actioned

AUTHORISATION OF YOUR CLAIM

Before your claim goes through to Payroll to be paid it needs to be authorised – usually by your line manager. The authoriser will have received an email alerting them to the fact that they have outstanding authorisations to action. For expenses claims they will have received receipts uploaded and attached to the expenses claim or the paper summary sheet with receipts attached from yourself. (Email notifications are sent the morning after your submission) Once actioned you will receive a confirmation email to let you know if the claim form has been Authorised or Rejected. If it has been rejected you will see the Rejection Message (if one has been entered). It’s also possible for the authoriser to amend the claim before they authorise it, but we would expect that this will only be done following consultation with yourself. The email will confirm the values authorised. Your manager has the option to delegate the authorisation process to another person. They will need to inform you if this is the case as this will be the person to whom you give the summary sheet and receipts, if you have not uploaded receipts. If your claim is not authorised within 4 working days it will automatically be escalated up the management hierarchy structure for another person to authorise.


DELETING AN EXPENSES CLAIM WHICH HAS NOT SUBMITTED

From the My Claims History screen, click on the claim required

Choose Delete to remove an entire claim before submitting it or click on the individual recycle bin to delete a line

Then click OK to confirm or Cancel

DELETING A SUBMITTED EXPENSES CLAIM

This is the same procedure as above but the submitted claim must be Withdrawn first

It is not possible to delete a claim once it has been authorised


MY CLAIMS HISTORY

This screen lists a history of the Expense claims that have been made.

Choose the Status Filter option to select the categories you wish to display. Select Search to confirm the new criteria.

Use the free text Keyword Search to specify an item. Select Search to confirm the new criteria.

Use the Date from and Date to date fields to specify a date range. Select Search to confirm the new criteria.

Choosing the down arrow will provide more details about the claim.

Click on a claim to view or make amendments

Once a claim is authorised no further changes can be made but the summary can be reprinted if required

This screen shows the status of individual forms and from here you can see the importance of getting the initial claim description meaningful as your history starts to grow


Payroll

Line Manager

Employee

MyView Expenses & Mileage Claim process

Work Related

Expenses Occur

Add lines to claim

form until complete

for the month,

upload scanned

receipts and

submit

Review any

warning

messages and

either Approve or

reject

Approve

Payroll

Process

Log on to

MyView

Authorisations

Reject

End

Print off the

summary sheet

Attach your receipts

to summary sheet

and send to your

manager

Review

receipts

against

claim

Forward receipts

and summary

sheet to Payroll

If your Car is not

available submit

My Form – New

Vehicle

Is your vehicle

registered on

MyView ?

Yes

Add /

Update

Vehicle

Email received to

notify you of

rejection

No

Email received to

notify you of

approval

Log on to

MyView

Will the claim

include

Business

Mileage ?

No

Yes

Yes

No

Approve Form

?

Discuss reasons

with your manager

to resolve

Email received to

notify you of

rejection

Email received to

notify you of

approval

Discuss reasons

with your manager

to resolve and

amend claim if

necessary

Start

Uploaded

receipts

submitted with

claim ?

No

Yes