Claiming expenses

Manage expenses and travel claims

For information

To claim for expenses you must have a vehicle set up. Please read the vehicle guidance regarding adding bicycle details if you don't have a vehicle.

Please note: You are only able to claim expenses for the current month and the previous two months. All claims must be made in a timely manner.

Decide on the type of claim you want to make

Enter a travel or expense claim for yourself

All expense and travel claims should be in line with your expenses policy. The drop-down lists within the My Expenses app detail which expense options are available to you.

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Claim travel and mileage expenses

Other payments such as First Aid or Home Office allowances should be requested through your manager who will either create a one off payment or recurring payment.

Create and complete a new claim

Pick a date

If you are making claims for a new month press the New claim button. This will open a drop down menu which shows the current month and two months in arrears.

Choose the month you wish to claim for and a details screen opens showing a blank claim for the month you have chosen. The Cost centre field is pre-populated.

To make an expense claim

Choose +New Entry and enter the exact date your claim refers to. Complete the necessary details entering any amounts as gross (e.g. including VAT) and as numeric figures (pounds) (fill in the notes if you think it necessary) and press save.

To add another expenses claim choose +New Entry once more and complete the details again.

If you have entered all expense claims for the month selected, you should select Save followed by Submit. If you need to add further expenses to the chosen month’s claim, you must select Save only as once submitted, you are not able to make any changes to that month’s claim.

To make a travel/mileage claim

Choose +New Entry and enter the exact date your claim refers to. The Mileage Details screen has the ability to calculate the distance between two postcodes. Postcodes must be entered with a GAP i.e. PO1 1JE not PO11JE.

PLEASE NOTE : If the distance calculator does not match your actual miles travelled, you are able to override the value entered.

Fill in the notes with journey details.

To add another travel claim choose +New Entry once more and complete the details again.

If you need to add further travel entries to the chosen month’s claim, you must select Save only as once submitted, you are not able to make any changes to that month’s travel claim. If you have entered all travel claims for the month selected, you should select Save followed by Submit.

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Claim expenses

Submit or save the claim

Save the request

Save if your claim details are complete but you are likely to have more claims to add before the end of the month.

Submit the request

Submit if you have completed all claim details for the month. A confirmation window will appear, check the tick box to confirm and then press Ok.

Once you have submitted the claim you will not be able to enter or amend any more claims for that month.

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Claim expenses

Change or delete a draft claim

Change a draft claim

In the Claim history pane select the month for the claim you want to change. Details of all expenses and travel claims for the selected month will be displayed in the right hand window. You can select an individual item to display the details and make any required changes and press Done.

You will then need to either save or submit your claim.

Delete a draft claim

In the Claim history pane select the month for the claim you want to delete. Details of all expenses and travel claims for the selected month will be displayed in the right hand window. In the new window that opens use the Delete button at the bottom of the details.

You can select an individual item to display the details and press the Delete button at the bottom of the details, then press Done.

You will then need to either save or submit your claim.

Know what to do now?

Claim expenses