eExpenses information for claimants

Logging onto the system

  • When your department goes live on eExpenses, you will be sent a link to the system
  • eExpenses will be accessible via your Single Sign On (SSO) user name and password

Accessing the system for the first time

  • When accessing eExpenses for the first time, you will need to set up your profile through the web browser application, rather than the mobile app
  • You will need to input your personal details, including bank account information, and verify your email address

Accessing the system and submitting claims

  • Once you have set up your details, you can easily create and submit expense claims.  You can also download the app to your mobile device so you can submit claims while on the go (as long as you have an internet connection)
  • You can photograph or scan your receipts and easily upload them to your claim or email them to eExpenses
  • While completing the claim, eExpenses might flag up messages. These highlight areas where you may need to add more information or check that an item is correct
  • While you can delegate the creation and completion of a claim, you will need to submit it yourself. This forms a declaration on eExpenses that the expenses you are claiming have been incurred for carrying out University business and that they adhere to the University's expenses principles (PDF)
  • The approvals process takes place within eExpenses so you do not have to physically move a form through the process
  • Checks will still be carried out by finance staff and expenses approvers, but this will be done online.  If eExpenses flags a query, your claim might be returned to you for additional information or explanation
  • Once you have submitted a claim, you can can view its progress all the way through the approvals process within eExpenses

Frequently asked questions (FAQs)

PREPARING A CLAIM

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Refer to the University expenses policy (PDF) before creating a claim.  If your claim falls outside the guidelines it will be returned to you and you will be asked to provide further information

University expense guidelines state that 'Claims should be submitted as close as possible to the time of expenditure. Claims should be submitted within three months of the activity concluding or return from travel'.  See the University expenses policy (PDF)

No, there is not a minimum amount for which you can claim an expense but we would recommend grouping small claims together, otherwise the cost of processing the claim might outweigh the claim (bearing in mind the University guideline to submitting claims within three months of the activity concluding or return from travel).  See the University expenses policy (PDF)

Yes, you can submit a claim to a department other than the one in which you work

No.  All expense entries on a single claim must be related to a single department, so you need to create a separate expense claim to claim from another department

Yes, you can set up more than one email address in your eExpenses profile. This means you can send in receipts from any of your email addresses but you need to select one to which notifications will be sent from the eExpenses system

  • Following the rollout of eExpenses, paper claims will only be accepted for people external to the University and where claims include items with taxable benefits (because these items cannot be claimed via eExpenses)
  • A final date for accepting a paper form will be confirmed during the rollout process
SUBMITTING A CLAIM

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Yes you can and you will not have to re-input any information

You would need to 'Recall' the claim prior to final approval, add or amend comments and resubmit it. The claim would then go back to the beginning of the workflow

It is recommended that they are unique for ease of tracking and searching, rather than using the same name for multiple claims

Yes, but you can select another code from the dropdown list if required

The SOF code will default to 00000 but you can select another code from the drop down list, if required

Yes, online training will be available as well as video 'how to' guides

There is no 'Other' expense type.  If you are unsure how to categorise your claim, contact your Head of Administration and Finance (HAF) or equivalent

  • Yes, you can split your claim across different cost types (GL cost centre or project codes), if they are all being claimed against a single department
  • You will need to create individual claims for each separate department

eExpenses accepts files as PNG, JPG, PDF or TIF files 
[To attach an email you must first save it to your local drive as a PNG, JPG, PDF or TIF file]

You can manage attendees in your eExpenses profile and then choose which of your listed attendees should be included on an individual claim, or add them directly as you create the claim

  • Exchange rates are applied automatically to expense items and the amount calculated by the system, based on the transaction date
  • You can overwrite this rate within certain tolerances, but need to provide evidence for using a rate other than that applied in the system, for example a receipt with the rate applied to your purchase
  • You can include multiple currencies on one claim, but all items will be reimbursed in a single currency

The default is GBP (British pounds sterling).  You can be paid in other currencies on request to eExpenses support

  • In order to claim mileage, you must have entered details of your vehicle in your eExpenses profile
  • Once that is completed, you can either enter the miles you have travelled into your claim or use the Mileage Calculator by entering your start and end points.  The calculator will then calculate the mileage for you
  • The reimbursement rates are stored in the eExpenses system (in line with HMRC) and will be applied to your claim
  • You can request reimbursement for extra passengers if appropriate, as indicated in the University expenses policy (PDF)
  • If you submit a claim for mileage, you are declaring that your car is roadworthy and insured for business use
  • There is a standard list of suppliers and vendors loaded into eExpenses
  • The data can be overwritten if the supplier or vendor you need is not listed
  • The need to include a city is to ensure the correct currency conversion is applied, if needed
  • The system has a wide range of villages and towns as well as cities.  If in doubt, use the nearest one
  • An expense claim which totals more than £10,000 cannot be submitted or processed via eExpenses
  • If it consists of multiple items totalling more than £10,000, the claim can be split
  • If it is a single item, please contact your Head of Administration and Finance (HAF), or equivalent, for advice
APPROVAL OF A CLAIM
  • Email alerts are delivered when a claim changes status at each point in the workflow
  • Please check your personal profile page for email preferences, but be aware that if you turn off all email alerts then you should log in to eExpenses regularly to see the status of your claims