e-Expenses Claimant User Guide

HealthRoster – e-Expenses

e-Expenses v10

(HealthRoster v10 and EOL v4)

Claimant User Guide

Version: ALL 1.5

Status: First Release

Issue Date: August 2016

Version: ALL1.5 HealthRoster v10 – e-Expenses Claimant User Guide Page 2 of 29 Issue Date: August 2016 ©2015 Copyright Allocate Software

Contents

1 Foreword ......................................................................................................................... 4

2 Introduction ..................................................................................................................... 5

2.1 About HealthRoster ................................................................................................................ 5

2.2 About e-Expenses ................................................................................................................... 5

3 e-Expenses Applications ................................................................................................... 6

3.1 Applications ............................................................................................................................. 6

3 Employee Online – Access and Overview................................................................................... 7

3.2 Logging In ................................................................................................................................ 7

3.3 Single Sign-On for Employee Online ....................................................................................... 7

3.4 Changing Login Password........................................................................................................ 8

3.5 Accessing e-Expenses in Employee Online ............................................................................. 8

3.6 Screen / Navigation Overview ................................................................................................ 8

3.6.1 Current Claims Screen ..................................................................................................... 9

4 Entering an Expense Claim .............................................................................................. 10

4.1 Mileage ................................................................................................................................. 11

4.1.1 Vehicle Information ...................................................................................................... 11

4.1.1 Mileage Calculations ..................................................................................................... 12

4.1.2 Multi-Trip Expense Claims ............................................................................................ 13

4.2 Travel..................................................................................................................................... 14

4.3 Subsistence ........................................................................................................................... 15

4.4 Supplementary ...................................................................................................................... 16

4.5 Rule Breakages ...................................................................................................................... 16

4.5.1 Warnings ....................................................................................................................... 17

4.5.2 Violations ...................................................................................................................... 17

4.6 Expense Claims Sorted by Category ...................................................................................... 18

4.7 Submitting a Claim ................................................................................................................ 19

4.8 Disclaimer .............................................................................................................................. 19

4.9 Managing Receipts ................................................................................................................ 19

4.10 Editing and Printing a Claim .................................................................................................. 20

4.10.1 Editing a Claim ............................................................................................................... 20

4.10.2 Printing a Claim ............................................................................................................. 21

4.10.3 Unsubmit a Claim .......................................................................................................... 21

4.11 Confirmation Pop-up when Deleting an Expense Claim ....................................................... 22

5 Vehicle Information ....................................................................................................... 23


6 Email Notifications ...................................................................... 24

6.1.1 Claim Approval Required .............................................................................................. 24

6.1.2 Claim Approved ............................................................................................................. 24

6.1.3 Claim Rejected .............................................................................................................. 25

6.1.4 Claim Partially Rejected ................................................................................................ 25

6.2 Viewing Claim Status ............................................................................................................. 26

Change Control History .............................................................................................................. 27

External Distribution List ............................................................................................................ 28


1 Foreword

This User Guide covers all elements and functionality of the e-Expenses module in HealthRoster v10. It is a complete overview for claimants. This document is a reference guide for Trust staff who will use e-Expenses.


2 Introduction

2.1 ABOUT HEALTHROSTER

HealthRoster has been specifically designed for Ward/Unit/Team Managers, Modern Matrons etc. to roster staff to an agreed duty requirement, view ward/unit staffing levels over time and also to have the ability to track, for example, levels of no-show, additional/agency duties etc., for the purpose of managing their rosters and staff on a day-to-day basis. HealthRoster stores personnel data, providing visibility of a person’s availability and contractual obligations. This information is used to support HealthRoster to provide information to Ward/Unit/Team Managers regarding staff availability. By building rosters using HealthRoster, Ward/Unit/Team Managers are able to assign staff against a defined duty requirement using the Auto Roster function and simple drag-and-drop interface.

2.2 ABOUT E-EXPENSES

e-Expenses is an optional module of the HealthRoster suite. It enables employees to electronically record expenses and submit claims to their line manager, which are approved and sent to ESR. It is an extra tab within Employee Online. As Employee Online is web based, employees can submit their claims from wherever internet access is available, as Trust policy permits. Expense claims are submitted using Employee Online and electronically fed into HealthRoster, where the manager is able to view and approve all claims for their department. The ESR interface is then used to pay the employee their expense claims with their salary. e-Expenses can significantly reduce the administration involved in entering, approving and processing expense claims, and can make payment of expense claims more accurate. It has been specifically designed for the NHS and works exclusively with ESR.


3 e-Expenses Applications

3.1 APPLICATIONS

The e-Expenses Process primarily utilises Employee Online but also requires HealthRoster for HR details and user administration, as well as the extract to ESR (for payment). The applications and HealthRoster modules required are shown in the process flow below;


3 Employee Online – Access and Overview

Employees add and submit their expense claims via Employee Online. This is web based and can be accessed anywhere where there is Internet access, as permitted by Trust policy.

3.2 LOGGING IN

In order to gain access to Employee Online, enter the Username and Password as provided by the System Administrator and click on the Login button.

Note: Upon first login the Username is usually the employee’s Surname followed by the Staff ID Number and the password will be the Staff ID Number. This must be changed by the staff member at the first login.

3.3 SINGLE SIGN-ON FOR EMPLOYEE ONLINE

When logging in to Employee Online, by leaving the Username and Password fields blank, the login credentials used to authenticate Windows will be used as a default.

Note: For terminals that use a single Windows sign on for all users, this option is not applicable.


3.4 CHANGING LOGIN PASSWORD

By default, the user is prompted to change their password on first-time login.

3.5 ACCESSING E-EXPENSES IN EMPLOYEE ONLINE

For information on how to access and log in to Employee Online, please refer to the Employee Online Quick Reference Guide. Refer to the HRv10 User Account Management Guide for information regarding the creation of Employee Online User Accounts.

3.6 SCREEN / NAVIGATION OVERVIEW

Once logged in to Employee Online, the User will see a tab for Expenses.

The Expenses tab contains the following shortcut to the left of the screen:

Claims


Upon selecting the Expenses tab within Employee Online, the Current Claims screen will automatically be displayed.

3.6.1 Current Claims Screen

This shows all current and submitted claims, and claims sent for payment. Items can be edited, submitted, deleted or printed from here. Each claim ‘resides’ here until it is submitted, so additional items can be added to a claim. Rejected claims are returned to this area with a visible rejection comment.


4 Entering an Expense Claim

To enter an expense claim, the staff member must navigate to the Expenses tab in Employee Online and select the Claims task group. They should then click on the New Claim button, enter the Claim Description and select the required Posting & Approving Unit. Note: If the employee has more than one posting, in the Posting field there will be a drop down menu. The employee must select the relevant posting for the claim and then click on Create. A message will appear ‘Claim created successfully’.

This will bring up the Claim Categories to select from;

Mileage

Travel

Subsistence

Supplementary

Once a Claim Category has been selected, click New Expense. A new window is displayed where the claim details are to be entered. All fields that are outlined in orange are mandatory fields.


4.1 MILEAGE

To create a mileage claim, select the first tab. Under this tab, it is a requirement to fill in various journey details and, when completed, the mileage is generated by clicking on the Save button. The form is submitted for approval by clicking on the Submit button at the bottom right of the pane.

The claimant should enter the postcodes of the start and end locations of their journey, or enter the name of the location and a drop down menu will appear with suggestions for the claimant to choose from. The mileage is then calculated by Google Maps as the shortest possible route between the two locations. After filling in all the relevant details and saving the claim, the claim value should then be calculated and appear in the yellow box at the top right of the window. This will be shown as the number of miles that have been claimed. A return journey can be indicated by checking the relevant tick-box. The associated element on ESR is then included when payment is determined.

4.1.1 Vehicle Information

Vehicles can be selected when creating mileage entries. A ‘Public Transport’ option can also be selected, which will mean that the entry will go through to ESR using the public transport rate. Vehicle information is captured from ESR and inserted into Employee Online.


The element to be paid depends on the type of car the employee makes use of for work-related journeys. This is understood in the e-Expenses system, (please refer to the Agenda for Change Handbook for further information on user definitions and entitlements). A vehicle must be selected in order to make a mileage claim; this ensures that the correct entitlement is determined. A drop down list will appear if there is more than one vehicle held on the employee’s profile. If ‘Public Transport’ is selected, then the mileage entry will go through to ESR using the public transport rate.

All historical vehicles that have been loaded into Employee Online will be visible to the claimant user. If a vehicle is no longer current, it should be obsoleted. This should be done by re-importing the vehicle upload spreadsheet in EOL without the entry which needs to be obsoleted. Warning! If the claimant’s vehicle details are incorrect, then the amount they are paid by ESR may also be incorrect. If vehicle details are known to be incorrect then the System Administrator should be notified immediately.

4.1.1 Mileage Calculations

The route distance is calculated via Google. e-Expenses interfaces with Google Maps. The Google Mileage engine provides the shortest route between point to point as opposed to the quickest. The Google Maps mileage calculator automatically updates once the start and end locations are

selected. When the location has been resolved, a green and red icon appears.

Details of the journey can be viewed by clicking on the Show map with route icon which appears below the ‘claimed travel’ field. The Google Maps overview of the journey is then displayed.


If the actual mileage intended to be claimed differs from that suggested by Google Maps, an alternative mileage amount can be manually entered into the ‘Claimed Travel’ field. A reason for the discrepancy in mileage has to be entered before it can be changed. These reasons are configured and controlled by the Trust and configured in Reference Data by the HealthRoster/System Administrator (see section 10).

4.1.2 Multi-Trip Expense Claims

Employees can enter the details of a continuous journey with multiple legs. This means that more detailed information can be included within expense claims. The Multi-Trip action (see screenshot below) generates a new area within the entry window, and automatically sets the following:

Same entry type

Same date

Same vehicle

Last destination as the starting point for the next leg of the journey.


Multiple entries can be saved within one claim simply by clicking on ‘Save’ or ‘Save & New’. This will then generate a new window. The process can be repeated as many times as necessary.

4.2 TRAVEL

Under the second tab, claims can be submitted for other travel expenses such as rail, bus journeys and congestion charges.


Once the user clicks on New Expense, the claim details form will open. Again it is important that all the fields, for which details are available, are completed.

Select Add Images and browse for a saved (Receipt) image to upload Note: Images have to be in one of the following formats. (.Png, .Gif, .Tif, .Jpeg)

4.3 SUBSISTENCE

An expense relating to time spent away from home, such as meal allowances and overnight accommodation, should be submitted under the Subsistence tab.

Once you click New Expense, the claim details form will open.

Select Add Images and browse for a saved (Receipt) image to upload


Note: Images have to be in one of the following formats. (.Png, .Gif, .Tif, .Jpeg)

4.4 SUPPLEMENTARY

All other expenses, which do not fall under the aforementioned categories, fall into the Supplementary category.

Select Add Images and browse for a saved (Receipt) image to upload Note: Images have to be in one of the following formats. (.Png, .Gif, .Tif, .Jpeg)

4.5 RULE BREAKAGES

When rules are broken or thresholds are exceeded, the types of warnings generated vary according to the category selected and the parameters set by the Trust. The rule breakage can be set to trigger either a warning or a violation, depending on the severity of the rule being broken. Thresholds are set, rules are activated and their setting as either a warning or a violation is set within Reference Data by the HealthRoster/System Administrator (see section 10).


The rules include unique checks that cross-reference the roster, so for example may prevent claims being entered for periods of sickness.

4.5.1 Warnings

Claims that break rules but still fall within permitted tolerance levels generate warnings. These warnings are clearly indicated by a change in colour to the header and a warning icon in the claim form before the submission stage. An explanation of the rule(s) broken is provided in the tooltip (see below). This gives the claimant the opportunity to check and edit the claim where necessary before submission. The rule breakage displays on the expense form when broken, as well as the tooltip on the summary screen:

Claims that generate warnings can still be submitted, but a warning is generated on the manager’s approval screen for them to review. The colour of the tab also indicates if there are any entries in it which have warnings (tab is yellow), violations (tab is red) or both (tab is red).

4.5.2 Violations

Claims that break rules and create violations cannot be submitted; the Submit button is not accessible. When a claim has generated a violation, the header of the claim form will change to red, the violation icon will appear, and the tooltip will provide an explanation (as below). As the claim cannot be submitted, it will prevent all expense items held on the same claim form from being submitted.


The employee will need to edit the claim until it falls within tolerance levels, or abandon the claim by deleting. The Current Claims page will show the appropriate icons against each entry if there is a warning or violation; the claim needs to be expanded to show which entry has rule breakages. Simply hover over the warning/violation icon to view the tooltip and the details:

4.6 EXPENSE CLAIMS SORTED BY CATEGORY

When viewing expense claims, items are now sorted by category if they are part of the same claim.


4.7 SUBMITTING A CLAIM

A claim can be submitted by clicking on Submit at the bottom of the Claim Details screen.

4.8 DISCLAIMER

After all the details have been entered, the claimant should click on the Submit button to submit the form for Manager approval. Before the expense is submitted, the user is presented with a Disclaimer, which needs to be read and confirmed.

4.9 MANAGING RECEIPTS

The process of managing receipts is ultimately a process that the Trust must make a decision on. There is functionality in Employee Online that allows printing of completed claim forms, to which receipt originals or photocopies may be attached. The employee should have indicated that a receipt is available by ticking the appropriate box on the claim form when making the claim.


4.10 EDITING AND PRINTING A CLAIM

4.10.1 Editing a Claim

An additional entry can be added to a claim, and a previously saved entry can be edited, within the Current Claims screen.

A summary view of current claims is available by clicking on the arrow icon .

The employee can select the claim they wish to edit by clicking on the arrow to the left of the entry, and clicking on pencil to the far right of the screen (see below).

The current details of the claim can be amended and new details can be added, in the same way as when new claims are created. Note: When submitting a previously saved claim, the Submit button appears to the right of the summary screen.


4.10.2 Printing a Claim

All current claims and their status are listed in the Current Claims screen. The employee can print a claim within this screen by clicking on the Print icon to the far right of the screen.

When the option to print has been selected, a detailed preview of the claim will appear:

Receipts can be attached to printouts offline and submitted manually.

4.10.3 Unsubmit a Claim

Claimants can unsubmit a claim which has yet to be approved. This is done from the ‘Submitted Claims’ tab and will move the claim back to the ‘Current Claims’ tab. It will also be removed from the relevant approver’s ‘Outstanding Approvals’ tab.


4.11 CONFIRMATION POP-UP WHEN DELETING AN EXPENSE CLAIM

Clicking the ‘Delete’ link on a claim brings up a ‘Delete Claim?’ confirmation box, to avoid accidental deletion of a claim (which may have multiple entries).


5 Vehicle Information

Users can review all vehicles that have been assigned to them as a result of a vehicle upload by the System Administrator.

The column on the left will display the details of the vehicles. The column on the right will list the vehicle checks (MOT, Insurance & Registration) that are currently assigned and the dates when they are due for renewal. Plus the posting(s) for which a mileage claim can be added. Note: if any vehicle checks are indicated with a Red circle with a white cross, mileage claims for this vehicle may not be allowed.


6 Email Notifications

Email notifications can be enabled so that the relevant parties receive emails when an action takes place on a claim. There is a setting which enables or disables email notifications across Expenses. The ‘From’ address for all emails is also controlled via a setting.

6.1.1 Claim Approval Required

This notification is sent to the approver once a claim has been submitted, telling them they have something to approve. In order to receive the email, the approver must have an active user account and have the claims approving unit as part of their ‘Visible Units’. They should also have the relevant feature access to see and approve claims in Expenses. The email contains key information such as the name of the claimant and reference number, as displayed below:

6.1.2 Claim Approved

This notification is sent to the claimant once a claim has been payroll approved (either manually or automatically). The email also contains the name of the person that approved the claim. If auto approved, the name of the manager approver will be displayed:


6.1.3 Claim Rejected

This notification is sent to the claimant once a claim has been rejected either by the Manager or by Payroll. The email also contains the name of the person that rejected the claim:

6.1.4 Claim Partially Rejected

This notification is sent to the claimant when a claim has been partially rejected, i.e. if the approver has approved and rejected entries on a single claim.


6.2 VIEWING CLAIM STATUS

Depending on their status, claims can be viewed in any of the three available tabs:

1. Current Claims

2. Approvals

3. Payroll Approvals

There are five different stages for a submitted claim:

1. Submitted – claims that are not yet approved by any user (the claim can still be un-

submitted at this stage).

2. Rejected – the claim has been sent back to Current Claims in Employee Online. It will show

as rejected and further details are visible on a tooltip detailing the manager’s comments.

3. Manager Approved – the line manager has approved the expense claim and it may be

awaiting second stage approval from either payroll or senior management.

4. Payroll Approved – the claim has passed the final stage of approval and will be sent to ESR

in the next expense extract to ESR.

5. Sent for Payment – the claim has been extracted to ESR and will be paid during the next

round of expense processing.


Change Control History

Issue No Issue Date Description

Document Authorisation

Author Reviewer(s) Approver

ALL0.1 February 2014

Abridged version of full user guide, created from guide for previous product version – HealthRoster v9 e-Expenses Guide ALL7.0.

Dayo Arobieke Kunal Patel

ALL1.0 March 2014

Reviewed and finalised for first release.

Penny Rivers Penny Rivers

ALL1.1 July 2014 Updated following Release

Dayo Arobieke Penny Rivers

ALL1.2 January 2015

Updated following new release

Dayo Arobieke Stuart Lloyd, Penny Rivers

Penny Rivers

ALL1.3 August 2015

Reviewed & Updated Rocky Caves

ALL1.4 December 2015

Updated to 10.5.2 software release

Rocky Caves

ALL 1.5 August 2016

Updated to 10.6.1 Software release

Rocky Caves


External Distribution List

Issue No

Distribution Date Notes Recipient(s)


Allocate Software plc

Corporate Head Office

1 Church Road

Richmond-upon-Thames

Surrey TW9 2QE

UK

Tel. +44 (0)20 7355 5555

Fax +44 (0)20 7355 5588

UK Regional Office

The Innovation Centre 3

Keele University Science Park

Keele

Staffordshire

ST5 5NH

UK

Tel: +44 (0)1782 667001 Fax: +44 (0)1782 667009

UK Regional Office

Compass House

The Point

Coach Road

Shireoaks

Worksop

NOTTS S81 8BW

UK

Tel. +44 (01909) 506276 Fax +44 (01909) 478165

Allocate Software PTY Ltd

Australian Head Office

Suite 2, Level 13

99 Mount Street

North Sydney

NSW 2060

Australia

Allocate Software Pty Ltd

Regional Office

Level 6

636 St Kilda Road

Melbourne 3004

Australia

Tel. +6 (139) 534-4477.

Time Care AB

Sweden Office

Franzéngatan 3 3tr 112 51 Stockholm Sweden

Tel: +46 8 5055 1800

Fax: +46 8 5055 1899

[email protected]

www.allocatesoftware.com

©2014 Copyright Allocate Software plc and its subsidiaries

All rights reserved. All identified product names of other companies may be trademarks or registered trademarks of their respective owners. The materials presented here are summary in nature, subject to change, and intended for general information only

http://www.manpowersoftware.com/

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e-Expenses Claimant User Guide

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