096 Expenses Approver guide v4.docx

E-Expenses Approver

Guidance Booklet

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Contents Page

Access the System 3

Approving Claims 4 – 8

Expense Types Table 6

Excess Travel 6

Claim Creation and Approving Unit 7

Claim Submission Following Vehicle Check Updates 7

Reference Table for Medical Trainees Expense 7

Approving GP Trainee Home to Duty 8

Approving Teaching/Training Day Expenses 9

Approving Out of Hours Cover (OoH) 9

Updating Vehicle Checks 11

Contacts 11

Deadlines for e-Expense Processing 12

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e-Expenses Expense claims are submitted using Employee online. The ESR interface is then used to pay the employee their expense claims with their salary.

This User guide has been created to aid staff when approving claims submitted using the e-Expenses in Allocate Employee On Line. NOTE:

It is the approvers’ responsibility to approve mileage and expense claims for staff in their areas.

It is the approvers’ responsibility to ensure authorisations, as above, are completed in a timely manner in line with required deadlines (see table on page 9)

LOAD INTERNET EXPLORER

EOL can be accessed internally or externally via the following link: https://employeeonline.shk.nhs.uk/EmployeeOnlineHealth/LIVE/Login

Log in with your provided username and password, and navigate to e-Expenses tab. Should you require login credentials for approvals purposes please contact e-expenses@sthk.nhs.uk.

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APPROVING CLAIMS

Selecting the Expenses tab within Employee On Line, the Current Claims screen will automatically display by

default. Select the Approvals option to view claims pending your approval.

This shows all current or submitted claims, and any claims which have been rejected or sent for payment.

Outstanding Approvals - Claims currently awaiting approvals

Approved Awaiting Payment - Claims that have been approved and are awaiting payment

Rejected Claims - Claims that have been submitted by the claimant, but rejected

Sent – Claims that have been approved and sent for payment

Current Claims Approved Awaiting Payment Rejected Claims Sent

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Claims which have warnings attached to them will be highlighted by an exclamation

icon on the left hand side of the claim line. Clicking on the warning icon will show the warning message.

To view the claim in order to approve for payment, you should click on the pencil icon to the right of the

claim line.

Once the pencil icon has been selected, the claim details will be shown. Approvers should review the claim

to ensure that it is for officially agreed business, and the ‘Expense Type’ chosen to ensure that the correct

option has been selected. Please see the following table for details on Expense Types.

Expense Type Claim Reason

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The system determines how to process expenses based on user specified ‘Expense

Types’. These can range from reimbursal rates whether a private or lease car, to system calculated

deductions for home to base travel, or on call emergency call out mileage. It is vital that the correct

‘Expense Type’ is selected by the claimant to ensure that their claim is processed accurately.

The table below shows each current ‘Expense Type’ listing for mileage claims, together with ‘Summary’ and

‘When to Use’ sections.

Expense Type Summary When to Use Car Business Mileage Used for private vehicles. Factors in deductions for

home to base, and/or base to home mileage. Whenever a journey is undertaken for official business using a private car. Home to Base deductions will be made in line with the previous table.

Car Business Mileage - Medical Trainees only

Used by Medical Trainees for private vehicles. Calculates point to point distances, and does not factor deductions for home to base, and/or base to home mileage.

Whenever a journey is undertaken by a Medical Trainee for official business using a private car. Claims MUST start at base.

Lease Car Miles (Salary Sacrifice) Used for Lease vehicles. Factors in deductions for home to base, and base to home mileage.

Whenever a journey is undertaken for official business using a lease car. Home to Base deductions will be made in line with the previous table.

Lease Car Mileage (Salary Sacrifice) - Medical Trainees only

Used by Medical Trainees for lease vehicles. Calculates point to point distances, and does not factor deductions for home to base, and/or base to home mileage.

Whenever a journey is undertaken by a Medical Trainee for official business using a private car. Claims MUST start at base.

Bicycle Business Mileage Used for pedal bicycle mileage. Factors in deductions for home to base, and base to home mileage.

Whenever a journey is undertaken for official business using a bicycle. Home to Base deductions will be made in line with the previous table.

Motorcycle Business Mileage Used for motorcycle mileage. Factors in deductions for home to base, and base to home mileage.

Whenever a journey is undertaken for official business using a motorcycle. Home to Base deductions will be made in line with the previous table.

Emergency Call Out - Medics and Medical Trainees only

Used for call out mileage for Medical staff and Medical Trainees.

Whenever a Medic or Medical Trainee is on call and called out to work travelling by car.

Car Emergency Call Out Mileage (On Call)

Used for call out mileage when on call using private car.

Whenever a claimant is on call and is called out to work travelling by private car.

Lease Car Emergency Call Out Mileage (On Call)

Used for call out mileage when on call using lease car.

Whenever a claimant is on call and is called out to work travelling by lease car.

Motorcycle Emergency Call Out Mileage (On Call)

Used for call out mileage when on call using motorcycle.

Whenever a claimant is on call and is called out to work travelling by motorcycle.

Home to HQ Mileage (Medics) Used by Medics to claim home to base mileage, when applicable.

Used to record the first leg of a journey from home to base for medics only.

Overtime Mileage Used for claiming mileage when working overtime, in agreement with Manager. Also used by Medical Trainees when providing Out of Hours Cover.

Whenever overtime is being worked and travel costs have been agreed with Line Manager/approver, and whenever Medical Trainees are providing Out of hours Cover.

NED Mileage Used for Non Executive Director Mileage Claims. To be used for all Non Exec Director mileage claims.

GP Trainee Home to Duty Used for LE Trainees based at a Surgery ONLY, if travelling from home directly to a home visit. Maximum of 10 miles each way (see page 9 & 10 for further details).

Should a GP Trainee be Practice based and require the use of their car to make home visits on any given day, they are entitled to claim up to 10 miles one way, up to a maximum of 20 miles per day. In some cases this will need to be entered as an override (see page 9 for further details).

Excess Travel (STHK Staff only) Used for St Helens and Knowsley staff ONLY (not currently for Lead Employer Medical Trainees) who have applied for and been granted Excess Travel mileage.

Whenever an employees’ base location is moves as part of organisational change, and Excess Travel has been applied for and agreed to, in order to record home to base and return mileage.

Public Transport Rate Miles Used for St Helens and Knowsley staff who have applied for and been agreed any Course/Study Leave mileage.

Used to record any mileage which relates to Course/Study Leave following application and agreement of reimbursable expenses, Home to Base deductions will be made in line with the previous table.

Public Transport Rate Miles – Medical Trainees only

Used for Medical Trainees should they have any training/teaching days.

Used by Medical Trainees ONLY should they attend training/teaching days. A maximum mileage is claimable of Either Home to Base mileage is claimable only, or home to venue for the training/teaching day. Whichever is the least is claimable (see page 11 for further details).

Mileage is calculated using Google Maps shortest route in accordance with policy. Details of the plotted

route can be viewed by clicking ‘Show Map’.

EXCESS TRAVEL

Excess Travel via e-Expenses should not currently be used by Medical Trainees.

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Other useful icons available within the approvals screen are as follows:

Claim Creation and Approving Unit The Approving Unit is a required field when Medical Trainees create their claim. Claimants should be advised of this when they are provided with their login details. Choosing the correct Approving Unit is a fundamental as it determines who receives the notification to approve claim. Should claimants or approvers need advice on the Approving Unit to select please contact e-expenses@sthk.nhs.uk. Claim Submission following Vehicle Check Update If a claimant creates a claim whilst a vehicle check has expired they will be presented with a violation icon and will not be able to submit their claim. Claimants should e-mail e-expenses@sthk.nhs.uk with their updated vehicle documentation for update centrally. Claimants will be notified once updates have been made to the system. They will then need to resave their claim lines which present with a violation in order for rules to be revalidated and violation cancelled. Claimants will not be able to submit their claims until this revalidation is complete.

Quick Reference Table for Medical Trainees Expense Approving

JOURNEY EXPENSE TYPE COMMENTS GP Trainee Home Visits Applicable only for GP Trainees who require their car during their work day. Max 20 miles per day.

‘GP Trainee Home to Duty’ & ‘Car Business Mileage - Medical Trainees only’, or ‘Lease Car Mileage (Salary Sacrifice) - Medical Trainees only’

GP Trainee Home to Duty should be used for the ‘home to base’ and ‘base to home’ portions of the journey. For ‘base to home visit’ and ‘home visit to base’ use the appropriate lease or private car Expense Type (see pages 9 & 10 of this guide for further information).

Out of Hours Cover ‘Overtime Mileage’ Full mileage is payable at public transport rate, with no reductions for home to base applicable.

Scheduled Teaching and/or Training Day This should not be used for course or exam expenses.

‘Public Transport Rate Miles – Medcial Trainees Only’

Only to be used for teaching/training days. Full mileage is payable at Public Transport Rate, with no reductions for home to base applicable. Manual overrides may be needed in some instances This is not course/study leave. Any existing regional processes should continue to be used to claim any Study/Course expenses. GP Trainees in the Cheshire and Mersey region should not claim for this expense. These trainees should contact Rebecca Smith (rebecca.smith@nw.hee.nhs.uk).

Call Out Mileage When On Call ‘Emergency Call Out - Medics and Medical Trainees only’

Full mileage is payable, with no reductions for home to base applicable.

Warning - Click here to

view any warnings

associated with this claim

Journey - Click here to

view journey destinations

(text only)

Heavy Equipment - Click here to

show legs of the journey including

Heavy Equipment transportation

Passengers - Click here to show

legs of the journey with claimed

passenger miles included

Expense Type

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APPROVING CLAIMS FOR GP TRAINEE HOME TO DUTY Approvers should take extra care when approving claims should they include the ‘GP Trainee Home to Duty’ Expense Type.

Only Practice based GP Trainees are eligible to claim this Expense Type.

The maximum amount claimed should not exceed 20 miles per day.

This Expense Type cannot be claimed on the same day as any Excess Travel.

Should GP Trainee Home to Duty claims be submitted, this should only cover the home to base/home visit legs of the journey. Any home visits on the same day should be created on a separate claim line against the ‘Car Business Mileage’ Expense Type, owing to the taxable/non taxable nature of the applicable rates (see below for examples).

Claims created for this expense type will usually present a Warning triangle against the claim. The system has been set to show this warning as a flag for approvers. This should prompt a check of the mileage being claimed. As above, mileages should not exceed 20 miles per day against the ‘GP Home to Duty’ expense type. If a claim line is submitted against this expense type which is greater than 20 miles it should be rejected with a note confirming that it exceeds eligible limits. The system will allow approval and/or rejection of individual claim lines within a given claim.

Correct Example using ‘GP Trainee Home to Duty’ & ‘Car Business Mileage’ Incorrect Example using only ‘GP Trainee Home to Duty’

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Approving Claims for Trainee Training/Teaching Days

Approvers should take extra care when approving claims should they include the elements for

Training/Teaching Days. This expense is paid at Public Transport Rate, and mileage amounts are restricted

and should not exceed the number of miles from the claimants’ home to base (it is advisable to determine

a trainee’s home to base mileage for retention locally for reference against any future claims).

Claims for this expense should not exceed the claimants’ home to base mileage. See below

scenarios for examples of mileage calculations.

Examples of Training/Teaching Day mileage calculations: Scenario A Home to Base = 15miles one way (30 miles return) Home to Training/Teaching Day = 20 miles one way (40 miles return) Maximum Claimable Mileage = 15 miles one way (30miles return) In this scenario Home to Training is further than the claimants’ Home to Base, therefore reduced mileage must be claimed, which does not exceed the claimants Home to Base. Scenario B Home to Base = 15 miles one way (30miles return) Home to Training/Teaching Day = 10 miles one way (20 miles return) Maximum claimable mileage = 10 miles one way (20 miles return) Home to Training in this scenario is less than the claimants’ Home to Base mileage, therefore full mileage can be claimed.

Should the e-Expenses system calculate mileage from home to training/teaching day venue which

are in excess of the claimants’ home to base, claimants should override the calculated mileage

using the ‘LE Training Day Adjust’.

Claims should not exceed home to base mileage. Should any claim be in excess of this figure it

should be rejected with a note confirming that it exceeds eligible limits.

Trainees in the Cheshire and Mersey region should not claim for this type of expense using the e-Expenses system. For trainees in this region please contact Rebecca Smith (rebecca.smith@nw.hee.nhs.uk).

Approving Out of Hours Claims (OoH)

On occasion Trainees will need to cover Out of Hours services. Approvers may need to liaise with the

claimants’ Clinical Supervisor in order to confirm that journeys for OoH cover have been undertaken. In

most cases the approver should be aware of who the Clinical Supervisor is and be able to discuss the claim

with them.

Clinical Supervisors can be set up on the e-Expenses system as approvers if required. Should any existing

approvers wish for the Clinical Supervisor to approve OoH claims directly within e-Expenses, they should

first discuss and agree this with the Clinical Supervisor. The existing approver should then contact the e-

Expenses Team by email at e-expenses@sthk.nhs.uk providing the Clinical Supervisor’s full name, email

address and approving unit, or units if covering multiple areas. The e-Expenses Team will then send out

the relevant documentation to initiate set up of a new approver.

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To approve a claim for process please click on the tick icon on the left hand side of

the claim line. A claim can be approved in its entirety by clicking on the tick box next to ‘Select all’.

Should you wish to reject a claim, or any element of a claim, please select the ‘x’ on the left hand side of a

claim line. A claim can be rejected in its entirety by clicking on the ‘x’ next to ‘Select all’.

There is an optional ‘Comments’ section at the foot of the claim being approved, where an approver can add

details around why the claim has been approved or rejected. All rejected claims must be accompanied by a

comment as to the reason for rejection.

Receipts can be checked either by reviewing the scanned copies, or by viewing the originals which the

claimant must retain should they be required for audit purposes.

Excess Travel in e-Expenses should not currently be used by Medical Trainees.

Once all claim lines have been approved/rejected click on the Submit button at the bottom right of the

window to send the claim for process. When submitted a disclaimer will show containing the following

details.

Ensuring that you have checked expense receipt verification and read and agreed to the declaration, enter

ticks to the required boxes, then select the ‘Confirm’ button to submit the claim for payment. The expenses

have now been approved and are pending payment.

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UPDATING VEHICLE CHECKS

As a Lead Employer Trainee expenses approver you are unable to update claimant vehicle checks and record

these in e-Expenses. These vehicle check updates are required in order to enable claims to be submitted for

approval and then processed for payment.

Should any claimants in your area have any expired vehicle checks they will need to send scanned electronic

copies of the relevant documentation (insurance and/or MOT certificates) to e-expenses@sthk.nhs.uk for

update centrally.

Claimants will still be able to create claims should their Vehicle Checks be out of date, but they will not be

able to submit them. To update Vehicle Checks scanned copies must be sent by the trainee to e-

expenses@sthk.,nhs.uk for update by the Team.

Should any claims be created by a claimant whilst there are lapsed vehicle checks, once vehicle check

dates have been updated claimants will need to resave their claim lines/claims to remove the violation

which will allow them to submit for process.

CONTACTS For any e-expenses systems queries please contact the Team via email at e-expenses@sthk.nhs.uk. For any queries relating to Excess Travel or Course Expenses please contact the appropriate Lead Employer Team. leademployerwestmids@sthk.nhs.uk (West Mids)

leademployer.eastmids@sthk.nhs.uk (East Mids) leademployerEOE@sthk.nhs.uk (East of England) Lead.Employer@sthk.nhs.uk (Cheshire and Mersey)

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DEADLINES FOR E-EXPENSES PROCESSING

In order to maintain the timely reimbursal of any expenses submitted via the e-Expenses system a timetable

has been drawn up, as below. All claims which have been submitted and approved by the dates shown are

guaranteed to be processed through to payment in the same month.

Any claims which have not been submitted and approved by these deadline dates cannot be guaranteed for

payment that same month, but will be processed the following month.

Month Electronic Data Deadline for Payroll (Submitted and Approved)

May 2017 Mon 8th May

June 2017 Thur 8th June

July 2017 Sat 8th July

August 2017 Tues 8th August

September 2017 Fri 8th September

October 2017 Sun 8th October

November 2017 Wed 8th November

December 2017 Sun 3rd December

January 2018 Mon 8th January

February 2018 Thur 8th February

March 2018 Thur 8th March