IExpenses Booklet

8/10/2019 IExpenses Booklet

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UCL FINANCE DIVISION

www.ucl.ac.uk/expenses

SEASON TICKET LOANS

iExpenses

EXPENSE CLAIMS


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ContentsHow to log on 4

iExpenses Home Page 5

Preferences 6

Create Expense Claim 7

STEP 1 Claim Header 8

STEP 2 Claim Lines 9

STEP 2a Claim Line Detail 10

STEP 3 Accounting 11

STEP 4 Review and Submit 12

STEP 4a Submission Instructions 13

Viewing the Status of your Claim 14

Delegate 16

Approval 17

Season Ticket Loans 18

Withdrawing/Changing your Claim 23Help 24

Training 25

Notes 26

iExpenses is a new web basedExpense Claim and Season TicketLoan system for UCL Employees.

iExpenses

iExpenses Features

Web Submission

Browser based entry,submission andvisibility of claims.

Online Approval

Email or browser basedonline approvals.

Electronic Reimbursement

Money reimbursed directly

to your bank account.


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How to Log on

You can find a link to the logon page for iExpensesvia the project web page: www.ucl.ac.uk/expenses

Alternatively you can go directly to the FIS logon page: www.ucl.ac.uk/fis

When presented withthe Sign In page useyour UCL username

and password toidentify yourself

Note: If you DO NOT KNOW your UCL username or password

please visit the Information Services Division website:www.ucl.ac.uk/isd/staff/connections/registrationor email IS on [email protected] or telephone Ext. 25000 .

Click the Connect button

Click OK

iExpenses Home Page

If you are an existing FIS user then you will be presented with your list ofresponsibilities as usual. Select Internet Expenses to go to iExpenses .

All other users will be taken directly to the iExpenses Home Page .

You can find assistance, your preferences,and other options at the top of the page.

The bulk of the iExpenses Home Page is split into 3 distinct areas:

Submitted Expenses ClaimsAllows you to view expense claims that you have already submitted.

Update Expense ClaimsAllows you to view expense claims that you are still working on.

NotificationsAllows you to view all email notifications that have been sent to youor that you have sent to others.

Note: You will also see data relevant to any usersthat have delegated expense claim entry to you.


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STEP 1 Claim Header

Each claim you submit should represent one purpose only,for example, a trip to a conference.

Please provide enough information in the Purpose field to enable an approver oran auditor to make an informed decision about the appropriateness of your claim.

The first step of aclaim is to confirm thePurpose of the claim.

Please ensure an adequate description is given.For example: Travel to Paris, is not sufficient,whereas, Travel to Paris to attend IMHE 2010conference, is acceptable.

By default, claims willbe reimbursed into yoursalary account.

Use the torch to findalternative accounts.

Note: to set up an alternative reimbursement account youwill need to fill out the paper form that can be found here:

www.ucl.ac.uk/finance/fiswebsite/employeeexpensepaybacs.htm

Claim Header Claim Lines Accounting Review & Submit

Click to continueNext

STEP 2 Claim Lines

The second step of a claim is to enter the details of each expenseitem that you have incurred.

Typically each receipt that you have will result in one claim line.

There are cases when you may split one receipt into many lines (eg. a hotel bill) oronly part claim a receipt (eg. only claiming for the food element of a dinner bill).

Make sure that you enter enough information in the justification field to enable anapprover or an auditor to make an informed decision about the appropriateness ofeach claim line.

Make sure that you select anappropriate Expense Typefrom the drop-down menu.

If there is not a suitable categoryfor your claim, please chooseExceptional Item.

Click Mileage Expensesto claim for car mileage

Claim Header Claim Lines Accounting Review & Submit

Click toenter lines in foreign currencies

Show Receipt Currency


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Claim Header Claim Lines Accounting Review & SubmitSTEP 2a Claim Line Detail

For some expense types, you may need to enter additional details about the claim

You can also use the page to view andadjust (if necessary) the exchange rate

Note: If you changethe exchange rateyou will need to

provide supportingdocumentation of therate you are claiming

When you have enteredthe requested details, click Return

For example, if you are claiming for hospitalitywe need to know details about the attendees.

Claim Header Claim Lines Accounting Review & SubmitSTEP 3 Accounting

This is the third step of the expense claim process.

It is important to get it right.If you are unsure what accounts you can use,please see your Departmental Administrator.

Each claim line entered must be charged to a UCL Project (Research Grant)or a Departmental GL Account (Discretionary Account).

Toggle between Project (Research Grant) andDepartmental GL Account (Discretionary Account)

Enter a Code

Note: If you are charging to aDepartmental GL Account you mustchange the default EXPNS code. Click to continueNext

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C la im Header C la im Lines Accou nt in g Review & SubmitSTEP 4 Review and Submit

The fourth step of a claim is to Review your claim and then Submit it.

Use the tabs to review the details of your claim.

The Approvers tab is particularlyuseful and shows you who willhave to approve this claim.

If you are happy with your claim as entered, then click Submit

Note: The approvers of your claim aredependent upon the account codesthat you have used in Step 3.

Note: If you fail to correctly follow thesubmission instructions, it is likely to lead tolong delays in the processing of your claim.

STEP 4a Submission Instructions

It is very impor tant that you read the Submission Instructions

They explain what you should do next.

Please follow them carefully.

You have now submitted your claim.

Click to go backto the iExpenses Home Page

Return

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Viewing the Status of your Claim

On the Expense Reports Page you can view the of your claim.

Status Explanation

PendingIndividualsApproval

(Delegated Claims only). This claim has been submitted but is awaitingapproval from the claimant that the claim has been correctly keyed into thesystem by a delegate.

PendingManagerApproval

This claim has been submitted but is awaiting approval by one or moreapprovers (eg. an Authorised Signatory or a Principal Investigator).If your claim has not been approved in a timely manner you may wish tocontact the named approvers.

PendingPayablesApproval

This claim has been approved but has been flagged for audit and isawaiting approval by the Accounts Payable audit team.

HoldPendingReceipts

This claim has been approved but the receipts have not yet beenreceived by the Accounts Payable audit team.Please make sure that you have sent your receipts to Accounts Payable.

PendingPayment

This claim has been completed and is awaiting impor t into FIS.Usually this takes place overnight.

Ready forPayment

This claim has been imported into FIS and is awaiting the next bankinstruction run (usually on a Friday).

Paid An instruction has been sent to your bank to credit your account.This is usually done on a Friday and you should receive the moneyin your account on a Tuesday.

Rejected This claim has been rejected by either an individual (delegated claims only),an approver, or an auditor.Review the rejection notes, adjust your claim accordingly and resubmit.

Withdrawn This claim has been withdrawn by the claimant.

The full list of statuses is:

You can also use the to

enquire on your claimsand the

Search Expense ClaimsSearch PaymentsStatus


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Season Ticket Loans

If you are claiming a Season Ticket Loan thenthe process is very similar to an Expense Claimwith a few notable exceptions:

STEP 1 Claim Header

Make sure that you select the Expense Template: UCL Season Ticket Loan


STEP 2 Claim Lines

Make sure that you select the Expense Type: Season Ticket Advance

Provide the Travelling From and Travelling To locationsof your commute

Confirm that you agree tothe Terms and Conditions(T&C Agree )

STEP 2a Claim Lines Detail

Click Return

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Withdrawing/Changing your claim

Carefully read and follow the instructions on the screen

They are different to the regular expense claim instructions

Make sure you carefully read the on screen submission instructionsto ensure that you follow the cor rect procedures.

If you need to make changes to a claim that you havesubmitted you will need to withdraw the claim.

Click the Withdraw icon from the SubmittedExpense Claims section of the iExpensesHome screen and confirm when prompted.

Note: No data is lost when youdo this and it is safe to proceed.

Note: The claim willneed to be re-approvedfollowing your changes.

For example, if an approver or auditorhas requested that you change theexpense type on a particular line thennavigate to step 2 of the claim processand change the line in question.You can then re-submit the claim.

Click the Updateicon to makechanges tothe claim.

If you have withdrawn your claim or your claim has been rejected, it will appear inthe Update Expense Claims section of the iExpense Home screen.

STEP 4a Submission Instructions


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Double click the topic to view the training:

TrainingHelp

Visit www.ucl.ac.uk/expenses where there is a link to a detailed FAQ.

Select either the iExpenses or Season Ticket Loan chapter as appropriate.

You are also encouraged to use UCL Help which provides you with a computer basedtraining assistance for iExpenses.

You can find it at: www.ucl.ac.uk/fis/help


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Notes

Design & layout copyright UCL Learning & Media Services


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iExpenses is a new web

based Expense Claim and

Season Ticket Loan system for UCL Employees.

Financial Information System

www.ucl.ac.uk/expenses

Documents

IExpenses Booklet