Approving a claim (Read this before? Jump to the Summary)
When a claimant has submitted their expenses, as their approver you will receive an email informing you that you need to review the claim and then either approve or reject the expense claim or individual items.
Follow these steps to approve the claim:
- As an approver you will see an additional menu option called Check & Pay Expenses within the Welcome page. If you do not have this option please contact the payroll team.
- Click this option which will take you to the Check & Pay Expenses page; a list of expense claims that require your approval will be displayed. Choose the claim you wish to approve by clicking Check Expenses in the action column of the required claim, which will take you to the Expense Claim Details page.
- On this page you will see a high level overview of the claim and as an approver it is your responsibility to check each item thoroughly before deciding to approve or reject each individual item or the full claim.
Note that if an employee has overridden a calculated mileage they should have placed a note against it which you should see here.
On each claim item line you will see concise information relating to that item, you can then use the icons (detailed below) to further investigate them, from left to right they are:
Edit icon. The edit icon should not be used. To review journeys click the car icon or to see variations from policy click the information icon. Approvers should not edit the claimed mileage, this should be deleted and returned to the employee for amendment.
Delete icon. Click this to remove an expense item from a claim. This will send a notification email to the claimant, explaining that the item has been deleted.
Information - indicates an expense that does not conform to Policy. Click this to reveal a detailed explanation of why the expense has been flagged. This information will help you identify whether or not to approve the claim item.
- Magnifying Glass with a plus sign. This icon indicates an expense item that has been split across two expense codes.
Receipt icon – view or upload receipts
Receipt with plus symbol – add a receipt
Magnifying Glass. Click this to view a scanned copy of an attached receipt.
Car icon. Click this to show all the journey steps for the mileage being claimed.
Check in particular for any mismatch between the reason/details and the expense item claimed. In the example below the staff member has used the wrong expense item to claim for business miles.
- Once you have reviewed the claim you need to decide whether to approve or reject the claim:
- Approving a claim: When you have reviewed all the items on a claim and are satisfied that the entire claim is correct you can click the Select All box above the list of items
Then click “Allow selected” from the page options box at the top left hand side
Once you have done this you will see all the items from the claim move to the Approved items section. ** You must now select “Approve claim” from the Page Options menu to actually approve the claim **
- Returning an item(s): If there is an item(s) on a claim that you wish to query with a claimant you should delete it from the claim. Click the delete icon next to the item in query.
Select OK to confirm deletion
And provide a reason for deleting the item – this will be sent via e-mail to the claimant
- If you have to reject the entire claim you can click Select All from the Page Options menu.
You can then click Return Selected from the Page Options menu.
** Please note, by returning an entire claim nothing will be paid until the employee resubmits the claim. **
- Once all the items have either been approved or deleted you can then approve the claim items that you have allowed. This is done by clicking Approve Claim from the Page Options menu.
Read the declaration then click “I accept” on the manager declaration
Thank you for submitting your feedback
Summary
Click “Check & Pay expenses”
Click “Check expenses”
Review the claim using to view journeys and to view receipts and paying particular attention to items that are flagged with a symbol. Delete any items you wish to query, completing a reason for querying the item.
Select all the remaining items to be paid.
Click “Allow selected” under Page Options.
Click “Approve Claim” under Page Options.
Accept the declaration.
Check no other claims are awaiting checking.
Expenses – Source of Further Help & Support
The following short guide is designed to sign post you to further sources of help & support should you need it.
In Expenses…
There is a comprehensive Help & Support Section within the system, with videos and walk-through guides so you never have to look far for assistance should you need it.
To access Help & Support click on the link on the main home page as shown below:
You will also find contact information in this section but can use the self-help section to ask a question or to use the walk-through guides and videos.
By typing ‘guide’ or ‘video’ in the question box, a selection of guides can be found which you can select to cover the topic for which you require assistance.