Maynooth University



Core Expenses – Staff Manual Entering and Managing Expense TripsTable of ContentsDetails Page NumberLogin 2Entering an expense trip3Receipts information 6Entering a Kilometre Trip9Entering a Foreign Expense Trip10Submitting an expense trip for approval11Troubleshooting12Managing previously created expense trips13Remittances14Rejected claims and additional information 16Policies and Procedures 17Login Navigate to the Core Portal Login page using the link below: login, enter your system username and password in the corresponding fields and press enter on your keyboard or click on Sign in Entering an Expense TripClick on the “Expenses” tab Click on “New”The following pop up box will appear. Your cost centre will automatically generate to your “home cost centre” and your approver will automatically generate to your set “approver 1”. If there is more than one option please choose your designated “approver 1”.Populate the dates and description cells and press SAVE. This will create the expense report.*Please note for the first description box you must give the full information of the University business purpose – such as the name of the conference or meeting etc. Click on “New Expense item”This will give you the following screen Expense type: This is where you choose your ‘expense type’, for travel please choose between – Domestic, European or International. You then put in the value in the box beside it. For this description box please give any other additional information of the expense that may be required. Once you click on your expense, type the following pop up will appear If you choose ‘No scanned receipts available, originals in post, you must complete the designated envelope designed for online expenses (request can be sent to finance for these). *Note that your payment will not be made until the envelope of receipts have been received by Finance. Scanned receipt attached – Please make sure all receipts that are attached clearly show the details and value *Note – originals must be retained by Claimant for audit purposes. When you click this option, it will ask for a description and attach the receipt (Browse to the location the receipt is saved in by clicking on the paperclip. No receipt available – Please give a reason for this. The location field: in the ‘non foreign currency claims’ is free text – you can type in your from – to location. Description box: Please give any other additional information of the expense that may be required. Once you have completed this section – click on optionsClick SAVE.Additional Information When submitted a claim for accommodation and meals further information is required. When submitting your claim the following pop up will appear. You must click yes in order to submit your claim, once you do you click ‘add additional information’ and the following pop up will appearPlease complete all the fields and provide as much information as possible, such as the name of the client/student you were meeting etc. If there is a long list of attendees please add a separate spreadsheet to detail the list. Entering a Kilometre TripType Kilometre in the Expense Type, the number of Km’s travelled in the units and the rest of required cells. Description: If you put the total km’s travelled in a return journey here please put that in the description box, otherwise you can break it down per trip. Entering a Foreign Expense TripWhen making a claim in a Foreign Currency please ensure tick the Foreign Indicator as below the expense details as normal, entering the value in the local currency and selecting the foreign destination in the location section. This will identify the currency rate and convert it back to Euro. If you wish to use an alternative currency rate (the one used on your credit card statement), It is possible to change the rate by click on options and then currency.Submitting an expense trip for approvalOnce all expense items have been entered you should press the submit button. This will send the expense trip to the selected approver. The following pop up will appear Click to read the terms and conditions and then press YES.TroubleshootingIf you get the following message when you Press SAVEPress OK. The Errors will be highlighted in red. These cells should be amended. Once this is completed Press SAVE.In the example below the Amount cell needs to be completed before the expense trip is saved.Once this is completed and you are happy that all the items for the trip have been entered. Press Submit.Managing previously created expense tripsShould you wish to make any changes to the expense report, click on manage/all expense reports.You will get a list of expense reportsTo edit click on the widget icon and chose the relevant menu. Save and submit after making your changes. To delete an expense claim select delete. RemittancesRecent remittance advices are available on the Employee Screen (dashboard)Click on the arrow beside the one you request will bring up your remittance, below is a sample remittance. The remittance advice can be printed from here. Should the claimant require a historical remittance advice they should click on the magnified glass as highlighted belowA screen similar to the following one will appear; by clicking on the magnified glass the Claimant will see a full description of the claim details in a printable format. Rejected claims and additional information In your expense tab click on the ‘manage widget’ and then click ‘all expense reportsHere you can view all your expenses and their status. You can also get your trip id here and update/change your expense trips. To view reason for rejection just hoover over the rejected claim and the reason will appear.To edit click on the Widget icon and choose the relevant menu item. Save and Submit after making changes.Please noteWhen creating an expense trip it can only range within one Calendar year e.g 1st October 2016-30th September 2017, if you wish to make an additional claim outside of this you must create a new expense report for this. *All claims must be in line with the policies and procedures manual (available on the finance webpage). *All research claims must also be in line with their own research procedures (please check with the PI or with the research office) *All claims must be in line with the subsistence travel rates (available on the finance webpage). ................
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