Enter expense claims using Self Service

• Recently Added: The most recent expense claims in date order.
• Saved: Expense claims that you have saved as drafts, but have not yet submitted.
• Submitted: Expense claims that you have submitted, but have not yet been authorised.
• Being Processed: Expense claims that have been authorised, but have not yet been fully processed (posted) in Sage 200.
• Rejected: Expense claims that have been rejected by an authoriser.

• Processed: Expense claims with a posted status that have been processed in Sage 200.

  Note: You cannot edit expense claims with a posted status.

• Date: The date of the expense item was incurred (not the claim date).
• Project, Project Title, Project Item: The project item that this expense is related to.
• Category, Item: The type of expense.
• Units: Units are used if the expense category item is unit-based, e.g. mileage.
• Gross, Net, Tax: The expense item value. The currency is indicated in the expense claim list (above).
• Receipt: Indicates if there is a tax receipt for the expense.

1. In the Summary area, click Add new expense claim.

2. Select the Currency to use for the claim values.

   Note: This currency will be used for all expense items in this claim.

3. Enter a Reference number for the expense.
4. If you want to change the overall date of the claim, change the Claim Date.

5. Enter the Date Incurred for the expense item you are claiming for.

   Tip: You can select this using the calendar ( ), or type it in DD/MM/YYYY format.

6. Use the search box to find the required project and project item.

   You can type in any words from the project or project item names, or their description.

   Tips on using search

   

   • You can enter any words or numbers that are contained in the project item, e.g.:
     • A project code; e.g. enter 17 to find project 0000017.
     • Words in the project name.
     • Words in the project item title or description; e.g. enter fit to find fitting, or exh to find exhibition.
   • You don't need to enter the full word, just the first few letters will be enough.
   • If you enter more than one word, only items containing all of the words in the order entered, will be displayed.
   • If you have used the search before, previously selected items will be displayed at the top of the list as Recent items (above Other items).
   • Don't use quotes or an asterisk (*), unless you are searching for one.
7. Select the type of expense by Category (if applicable) and Item.
8. Depending on the expense category and item, enter the expense amount or units.
   • If the item is not measured in units (e.g. a train ticket or meal), enter the Gross Amount value.
   • If the expense item is measured in units, enter the number of Units and the amounts will be calculated. For example, if it is for car travel, you might enter the number of miles/km travelled.
9. Amend the Tax Amount total if required.
10. If the item requires a tax receipt, specify if you have a receipt in the Have Receipt drop-down; or select N/A if a receipt is not applicable.
11. Enter any comments for the expense claim in the Notes area. These comments are visible to the person authorising the claim.

12. Click Save Draft to save the expense claim.

    A confirmation page appears with the claim details.

    • To add another item to this claim, click Add item to this Expense Claim.
    • If you have finished your claim, you can submit it by clicking Submit the Expense Claim.
    • To save this claim without submitting it, click Back to Expense Claims.

Note: You cannot add items to claims with a status of Posted.

1. Select the expense claim that you want to add the new item to.
2. In the expense claim item list, click Add item to this expense claim.

You can only change the date or currency in an expense claim header, or the items contained in the claim.

Note: You cannot edit claims with a status of Posted.

The expense claims will have the status of Submitted, and can then be authorised or posted.

Note: You can only submit claims with a status of Saved or Rejected.

1. Select the expense claim(s) that you want to submit from the expense claims list and click Submit.
2. To confirm that you want to submit the expense claims, click Submit.

You can delete items from expense claims that have a status of Saved, Submitted or Authorised; but you cannot delete items if the claim has a status of Posted.

1. Select the appropriate Status to find the expense claims.

2. Select the expense claims and click Print.

   The expense claims will be displayed in your browser, ready for you to print or save.

   Note: Your browser must have a PDF plug-in (e.g. Adobe® Reader®) to view the document.