Expense On Demand How to Enter Expenses Version

Expense On Demand How to Enter Expenses Version 2 www. expenseondemand. com We recommend you do not use a mobile phone to access Expense on Demand – The Trust cannot currently support this function.

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How to enter an expense claim Step 1 - To go to expense claim screen – click My EOD, My Home Page then click ‘Enter Expenses Now’. My EOD Step 2 – To start your expense claim, click ‘Start New Expense’.

How to enter an expense claim Enter Here Select Classic Form Step 3 - Enter a name for the claim, ( this is for your own use – it may help when you look back at your claims if you use something such as September Car Claim, etc ) select Classic form & click ‘Continue’.

How to enter an expense claim Date of Expense View Policy Select relevant Expense Category Confirm receipt details – noting the Doc ID where applicable Step 4 • Enter the Date you incurred the expense & the value of the item. • Select relevant expense category from the Item dropdown menu. • View Policy to ensure claim is in line with Trust Policy. • Confirm receipt details writing the Doc ID onto the receipt. (The Receipt will need to be sent to your Authorising Manager – see future slide – “Receipts”). • Claims that require a receipt will not be paid if one is not supplied. • Enter any notes for the Authoriser in the notes box provided. • Click on Save when finished. PLEASE NOTE: THIS DOES NOT SUBMIT THE CLAIM

How to enter an expense claim Click to edit or delete View Saved item(s) Claim ID Click to Submit Step 5 • To submit your Expenses, click on View Saved item(s). • (Make a note of the Claim ID if posting receipts to approver) • Check details are correct & click on “Submit report & print” to send the expense claim to your approver. • If you need to edit or delete the Expense click on the Green pencil or Red cross.

How to enter an expense claim Click Cancel to continue Step 6 – After submitting, the system will allow you to print your claim. There is no need to do this as you can view all your claims in the “My Expenses” part of the system. Click on “Cancel” to continue. • Your claim has now been sent to your Approver. • PLEASE NOTE: Please remember to post receipts, if applicable, to your Approver. our claim will not be paid if receipts are not sent. See “Receipts” slide.

Receipts Employees are responsible for sending the original receipts to their Authorisers will not authorise claims without first checking the original receipts. When entering the claim you must write the Doc ID (supplied from Expense on Demand when entering the claim) onto the receipt. Doc ID Employees must follow the process below for each submitted claim with receipts: On the outside of an envelope clearly write the following information: 1. Name of Authorising Manager & their “address” 2. ‘EXPENSE RECEIPTS’ 3. Your Full Name – as it appears on your Payslip 4. Claim ID Number(s) (from Expense on Demand – My Expenses) 5. Dates of period covered by the claim Place all original receipts (with their Doc ID written on) relevant to the claim(s) in the envelope, seal it & post to your Authoriser. Nothing else should be sent in the envelope.

Checking/recalling a claim Click Pending Button • • Recall Workflow To check on the status of a claim go to My Expenses and click on the “Pending” Button. Click on “Workflow” to see the progress of your claim. To Recall a claim from your Approver click on Recall. Approved & Passed for Payment claims are shown under the relevant buttons.

Checking/recalling a claim Clicking on the name will allow you to send an email

Mileage Claims Select relevant Mileage Expense Category Your “Vehicle Set Up” must be complete before entering any Mileage Claims. Follow instructions on how to enter an expense claim on previous pages to get to this stage. • Enter Date you completed the mileage. • Select relevant Mileage expense category from the dropdown menu. • If get message “ You are not authorised to use this category” this means your Vehicle is not set up to allow you to claim such mileage. Please check your Vehicle Set up & contact Payroll if necessary.

Mileage Claims – selecting correct Mileage Expense Category When entering a Mileage claim you must pick an expense Category relevant to your Car Ownership within Vehicle Setup: Agenda for Change (Af. C) Employees Medical (Non Af. C) Employees CAR OWNERSHIP MILEAGE EXPENSE CATEGORY NHS MILEAGE CASUAL BUSINESS MILES NHS MILEAGE MED CASUAL BUSINESS MILES NHS MILEAGE ESSENTIAL CALL OUT AFC CALL OUT MED CONFERENCE OR MEETING AFC CONFERENCE OR MEETING MED BUSINESS MILES CALL OUT AFC NHS MILEAGE MED ESSENTIAL CALL OUT MED CONFERENCE OR MEETING AFC NHS MILEAGE RESERVE/PUBLIC TRANSPORT CONFERENCE OR MEETING MED NHS MILEAGE RESERVE CALL OUT AFC RESERVE/PUBLIC TRANSPORT CALL OUT MED CONFERENCE OR MEETING AFC MILEAGE CHAIR & EXEC BUSINESS MILES CONFERENCE OR MEETING MED CHAIR & EXECUTIVE CONFERENCE OR MEETING AFC NHS MILEAGE MED MOTORBIKE MOTORCYCLE MILES NHS MILEAGE MOTORBIKE MOTORCYCLE MILES PEDAL CYCLE

Mileage claims Click fetch miles Enter from & to postcodes Allowance **If you have Multiple Journeys for the day, click on Multiple Journeys & see next slide** Type Full Postcodes in “From & To” ( or name of site/clinic e. g. St Johns, St Georges – this will bring up postcode automatically ) Click on fetch miles button – this will automatically calculate the mileage. Passenger or Heavy/Bulky Allowance can be claimed at dropdown “Allowance” if applicable. If claiming Passenger allowance you must insert the names of your Passengers into the Notes box. Heavy/Bulky is only paid for journeys where equipment is carried and either: -the equipment exceeds a weight which could reasonably be carried by hand; -the equipment cannot be carried in the boot of the car and is so bulky as to reduce the seating capacity of your vehicle. Click on Save when finished. PLEASE NOTE : THIS DOES NOT SUBMIT THE CLAIM

Mileage claims Multiple Journeys Only: Once clicked on Multiple Journey you can enter your journeys. Type Full Postcodes “From & To” (or name of site/clinic eg St Johns, St Georges) When finished click on “Calculate Miles” then click on Save. PLEASE NOTE: THIS DOES NOT SUBMIT THE CLAIM

Mileage Claims Click to edit or delete View Saved item(s) To submit your Mileage, click on View Saved item(s). Check details are correct & click on “Submit report & print” to send the expense claim to your approver. If you need to edit or delete the Expense click on the Green pencil or Red cross After submitting, the system will allow you to print your claim. There is no need to do this as you can view all your claims in the “My Expenses” part of the system. Click on “Cancel” to continue. Click to Submit

Any Questions? Your Manager maybe able to help in the first instance, if not please contact the Payroll Department Andrew Yarnold Payroll Department Andrew. Yarnold@stgeorges. nhs. uk