e-expenses Employee Online v Manager/Approver Guide

Transcription

1 e-expenses Employee Online v Manager/Approver Guide Version ALL2.0 Status Release Issue Date May 2017

2 Contents 1 Foreword Introduction About HealthRoster About e-expenses e-expenses Applications Applications Employee Online Access and Overview Logging In Single Sign-On for Employee Online Changing Login Password Accessing e-expenses in Employee Online Screen / Navigation Overview Manager/Approver Functions Viewing Claims Outstanding Approvals Approved Awaiting Payment Rejected Claims Sent (Extracted Claims) Claims with Warnings Manager Approve Claims Preventing Fraud and Validity Checks Reject a Claim Partially Reject a Claim Expenses Reporting Un-approve a Claim Vehicle Checks Expiring Vehicle Checks Missing Vehicle Checks Reporting Unit Spend Totals Unit Spend totals by Category Person Spend by Category Number of Claims by Unit Excessive Daily Mileage Excessive Claims by Category Expense Run Sanity Checks Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 2 of 25

3 7.8 Compliance Summary Change Control History...24 Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 3 of 25

4 1 Foreword This User Guide covers all elements and functionality of the e-expenses module relevant to managers (who will be approving the expenses claims of their staff). It is a complete overview for Claim Approvers and Managers and is designed to support their use of the e-expenses module. It is strongly recommended that Managers read through the whole guide since there is relevant information relating to their role and use of the system throughout. Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 4 of 25

5 2 Introduction 2.1 ABOUT HEALTHROSTER HealthRoster has been specifically designed for Ward/Unit/Team Managers, Modern Matrons etc. to roster staff to an agreed duty requirement, view ward/unit staffing levels over time and also to have the ability to track, for example, levels of no-show, additional/agency duties etc., for the purpose of managing their rosters and staff on a day-to-day basis. HealthRoster stores personnel data, providing visibility of a person s availability and contractual obligations. This information is used to support HealthRoster to provide information to Ward/Unit/Team Managers regarding staff availability. By building rosters using HealthRoster, Ward/Unit/Team Managers are able to assign staff against a defined duty requirement using the Auto Roster function and simple drag-and-drop interface. 2.2 ABOUT E-EXPENSES e-expenses is an optional module of the HealthRoster suite. It enables employees to electronically record expenses and submit claims to their line manager, which are approved and sent to ESR. It is an extra tab within Employee Online. As Employee Online is web based, employees can submit their claims from wherever internet access is available, as Trust policy permits. Expense claims are submitted using Employee Online and electronically fed into HealthRoster, where the manager is able to view and approve all claims for their department. The ESR interface is then used to pay the employee their expense claims with their salary. e-expenses can significantly reduce the administration involved in entering, approving and processing expense claims, and can make payment of expense claims more accurate. It has been specifically designed for the NHS and works exclusively with ESR. Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 5 of 25

6 3 e-expenses Applications 3.1 APPLICATIONS The e-expenses Process primarily utilises Employee Online but also requires HealthRoster for HR details and user administration as well as the extract to ESR (payroll). The applications and HealthRoster modules required are shown in the process flow below; Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 6 of 25

7 4 Employee Online Access and Overview Employees add and submit their expense claims via Employee Online. This is web based and can be accessed anywhere where there is Internet access, as permitted by Trust policy. 4.1 LOGGING IN In order to gain access to Employee Online, enter the Username and Password as provided by the System Administrator and click on the Login button. Note: Upon first time login the User will be require to change their password 4.2 SINGLE SIGN-ON FOR EMPLOYEE ONLINE When logging in to Employee Online, by leaving the Username and Password fields blank, the login credentials used to authenticate Windows will be used as a default. Note: For terminals that use a single Windows sign on for all users, this option is not applicable. Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 7 of 25

8 4.3 CHANGING LOGIN PASSWORD By default, the user is prompted to change their password on first-time login. 4.4 ACCESSING E-EXPENSES IN EMPLOYEE ONLINE For information on how to access and log in to Employee Online, please refer to the Employee Online Quick Reference Guide. Refer to the HRv10 User Account Management Guide for information regarding the creation of Employee Online User Accounts. 4.5 SCREEN / NAVIGATION OVERVIEW Once logged in to Employee Online, the User will see a tab for Expenses. The following dropdowns are available to Managers/ Approvers Note: This document only deals with Expense Approvals and Reporting. For guidance on how to enter Expense claims Refer to the HealthRoster v10 e-expenses Claimant User Guide Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 8 of 25

9 5 Manager/Approver Functions There is a shortcut within Employee Online for reviewing outstanding approvals, checking warnings, approving and rejecting submitted claims etc. Access to this is enabled when the appropriate user Profile within HealthRoster is assigned to the user. The available shortcuts within this profile are shown below: 5.1 VIEWING CLAIMS The department/ward/unit manager can view outstanding expense claims for their entire unit in one screen Outstanding Approvals All claims requiring approval can be viewed in the Outstanding Approvals tab, in the Approvals shortcut. There is also an Export to Excel button within the approvals screen which will export all claims currently in the three tabs to excel. If any search filters are applied then the filtered results will be exported. All outstanding approvals can be filtered by Claim Submitted From / To date, Reference Number, First /Last Name, Staff no, or simply click on Find to view all (the binoculars icon at the right corner). Basic details are displayed for each claim, along with a warning icon if the claim has generated a warning by breaking a rule. Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 9 of 25

10 5.1.2 Approved Awaiting Payment The manager can track claims that have been approved but not yet paid by selecting the Approved Awaiting Payment tab, within the Approvals shortcut Rejected Claims Claims that have been rejected by the manager can be viewed here. You can click on the claim to view more details and notes from the manager Sent (Extracted Claims) Claims that have been successfully extracted when a payroll is performed by the HealthRoster Administration team will appear in the Sent Tab Claims with Warnings Outstanding claims that carry warnings are clearly displayed with all other claims that are awaiting approval. They appear with the warning icon. They can be viewed within the Outstanding Approvals tab in the Approvals shortcut. They can be filtered by reference number, surname or staff number. All Outstanding Approvals can be shown simply by leaving all filter fields blank and clicking on Find. Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 10 of 25

11 The Details can be opened either by clicking anywhere on the Details bar or the edit Icon to the right of the screen (highlighted below). The Details screen shows an overview of the claim. Details of the rule(s) broken can be shown by clicking on the warning symbol next to the claim details, as shown below: 5.2 MANAGER APPROVE CLAIMS In order to view submitted expense claims, managers will need to log into Employee Online and navigate to Expenses > Approvals. 1. Click on the icon to search for the expense. Note: The filters; Reference Number, Surname and/or Staff Number can be used to locate specific claims. If no filters are entered when clicking Find, a list of all the expenses that require approval will be displayed. 2. Select the claim you wish to approve by clicking on the claim. Note: In the details view you can review the expense items attached to the claim. 3. Review the claim information and Warnings associated with the claim. 4. View uploaded Receipts for Travel, Subsistence & Supplementary Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 11 of 25

12 5. Select the Receipt Icon to view uploaded receipts Note: Claims cannot be approved until all Warnings & Receipts have been viewed It is also possible to view all legs of a multi-trip mileage entry on the claim approval screen. This is done by clicking on the Multi-trip icon on the relevant mileage entry: The approver can now also see the mileage/travel description entered on the claim. This will help the approver know what the journey was for: 6. To approve the whole claim, click on the tick option next to Select all. A new screen will appear prompting the manager to confirm that all warnings have been checked. To reject parts of the claim, click the icon next to each claim you want to reject, and then click on Submit. 7. Clicking the Submit button will bring up a confirmation box to confirm that you have reviewed the details and viewed the receipts attached to the claim. Tick the options in the confirmation box and click on Confirm. The Claim is then submitted to payroll for approval, or be ready for payment, depending on the setting. Note: A claim with an attached warning can be approved, but the manager must indicate that they have checked and understood the warnings. Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 12 of 25

13 Having reviewed the details of the warning(s) and the activity, the manager can choose to continue and approve the claim simply by clicking on the Approve button at the bottom of the window. The manager can also add comments at the bottom of the claim details page, if necessary. An additional window will appear, with a tick box which the manager must tick to confirm that they have checked the warnings: 5.3 PREVENTING FRAUD AND VALIDITY CHECKS Claims are checked against rules in real time before submission. Claims that create warnings are indicated as such and details of the rule that has been broken / cause for the warning(s) to be generated are explained to both the claiming employee and the approval manager. Claims that create violations are prohibited from submission and therefore will never be visible to the Manager. Claims can also be quickly cross-referenced with the actual duties worked (i.e. the roster), which improves accuracy and minimises fraud. The date can act as a hyperlink which allows the manager to drill down (simply by clicking on it) to look at the employee activity (roster) on the week the entry occurs. This helps to explain why a rule has been broken, for example if the person worked on a different day from which the claim is being made. Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 13 of 25

14 Once the Claim has been approved the record will then be transferred to the Approved Awaiting Payment tab in the Approvals shortcut. 5.4 REJECT A CLAIM To reject a submitted expense claim, managers will need to log into Employee Online and navigate to Expenses > Approvals > Outstanding Approvals. 1. Click on the icon to search for the expenses Note: The filters Reference Number, Surname and/or Staff Number can be used to locate specific claims. If no filters are entered when clicking on Go, a list of all the expenses that require approval will be displayed. 2. Select the claim you wish to reject by double-clicking on it. 3. Review the claim details and Warnings associated with the claim. 4. In order to reject an Expense, a comment must be added to specify the reason for rejection. To reject the whole claim, click on the icon next to Select All option. A new screen will appear prompting the manager to confirm that all warnings have been checked. To reject only parts of the claim, click next to the claim that is to be rejected. 5. Once a comment has been added, click on Submit. The rejected claim will then be sent back to the Claimant for review. Any changes can then be made and it can be resubmitted. 5.5 PARTIALLY REJECT A CLAIM Managers have the ability to partially reject individual items within a claim and approve other items of the same claim, rather than having to reject the whole claim. To partially reject a submitted expense claim, managers will need to log into Employee Online and navigate to Expenses > Approvals > Outstanding Approvals. 1. Click on the icon to search for the expenses Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 14 of 25

15 Note: The filters Reference Number, Surname and/or Staff Number can be used to locate specific claims. If no filters are entered when clicking Find, a list of all the expenses that require approval will be displayed. 2. Select the claim you wish to approve/reject by clicking on the icon next to the claim. 3. Review the claim details and Warnings associated with the claim. 4. In order to partially reject a claim, a comment must be added to specify the reason for rejection. 5. Once a comment has been added, click on Submit. The rejected items will then be removed from the claim and only the approved items will be submitted for payroll approval/payment, as per the Trust s approval settings. The rejected entries will be returned to the Claimant for review and will appear in the rejected Claims tab 5.6 EXPENSES REPORTING Managers can view the mileage and cash claims values/spend, per visible unit, for a month. The claims taken into account are ones with a status of: Submitted Manager Approved/Rejected Sent for Payment/Rejected Sent Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 15 of 25

16 To review this information, managers will need to log into Employee Online and navigate to Expenses Reporting. More details of the reports available can be found in section 7 of this guide. 5.7 UN-APPROVE A CLAIM It is possible to unapprove a claim if the claim has not yet been sent for payment as part of Payroll Extract. Note: Only the person who approved the claim can perform an unapprove Claim action. 1. Navigate to and select the required expense Claim in the Approved Awaiting Payment tab 2. Select Unapprove Claim at the bottom of the claim 3. Select Yes to confirm Action Claim will then appear in the Outstanding Approvals Tab Note: Any previously rejected expense items are not recalled as part of an unapprove Claim action. Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 16 of 25

17 6 Vehicle Checks Managers may be required to update Vehicle checks which have been assigned to the personnel they manage. Vehicle checks can be added to a person s vehicle(s), with dates stored against their MOT, Registration and Insurance. An associated rule can be enabled which will check if the vehicle a person is entering an expense entry for has valid vehicle checks. Enter the required dates into the appropriate sections. Once vehicle checks have been assigned, if a valid from date is adjusted to date prior to the one previously saved the user is presented with a warning Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 17 of 25

18 6.1 EXPIRING VEHICLE CHECKS Managers can check for Duty of Care documentation that is due to expire within the next three months. This can be done simply by clicking on the Vehicle Checks shortcut in the Expenses Admin Tab. Expiration for the vehicle check should be set when a person is added to the system, to trigger the rule breakage on a claim for a vehicle that hasn t been checked. Vehicle checks that are due to expire can be viewed in the Due within 3 months tab. 6.2 MISSING VEHICLE CHECKS Managers can check for staff whose vehicle documentation has not yet been seen or approved and therefore has been unassigned to them. This information can be obtained simply by clicking on the shortcut Vehicle Checks in the Expenses Admin Tab. Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 18 of 25

19 7 Reporting To review information, managers will need to log into Employee Online and navigate to Expenses Reporting. Reports can be filtered by a number of criteria; Period from and to, Organisation/Department, Role name, Claim Status and Person rule breakage threshold. Managers also have the option of exporting the report to Excel. 7.1 UNIT SPEND TOTALS By default, this report shows data for the previous month. For example, if looking at the report in November, it will display data for October. It displays the mileage and cash spend, as per the user s visible unit, for one month. The claims it takes into account are ones with a status of Sent for Payment. A chart for mileage and cash expenses has been added to give the user a visual view of the data; hovering over the bar displays the exact number of miles/cash incurred for the month by that unit: Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 19 of 25

20 In addition, the user can view a grid-based summary of the unit spend. Again, this only displays data for the visible units of the person logged in, and only if the unit has any data to display for that time period. It is also possible to export the grid data to Excel: As with all of the reports in Expenses, the user can configure the search parameters to match their requirements. Executing the search will update the charts (where relevant) and grid: 7.2 UNIT SPEND TOTALS BY CATEGORY Similar to the Unit Spend Totals, this report also defaults to the previous month and includes claims with a status of Sent for Payment. A chart for mileage and cash expenses breaks down the miles/costs by expense category. Hovering over one of the blocks displays the name of the category and the miles/cost for that unit, over the time period. Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 20 of 25

21 Again, this only displays data for the visible units of the person logged in, and only if the unit has any data to display for that time period: 7.3 PERSON SPEND BY CATEGORY This report allows the user to see who has spent what (Mileage and cash) by category (Business Mileage, Lunch Allowance etc.). The report can be filtered by date, category person etc.: 7.4 NUMBER OF CLAIMS BY UNIT This report lets the user see how many claims of a particular status are present for a given unit/date range: Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 21 of 25

22 7.5 EXCESSIVE DAILY MILEAGE As Trusts have a duty of care to ensure employees do not do undertake excessive mileage, they can use this report and the Excessive Claims by Category report to monitor this. This report allows the user to see who has driven over a certain mileage on a single day: 7.6 EXCESSIVE CLAIMS BY CATEGORY This report allows the user to search for claims which have exceeded a certain mileage/daily mileage, or cash threshold over a certain date range/unit etc.: 7.7 EXPENSE RUN SANITY CHECKS This report is primarily used by payroll managers before payroll-approved claims are sent to ESR for payment. As such, this report only displays data about claims which have a status of Payroll Approved. The report breaks down the following information about a chosen unit, over a date range: Organisation information such as the number of individuals that have entered claims, how many claims and entries as well as the number of ESR entries these have generated. Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 22 of 25

23 A breakdown of each expense element value from the definitions generated by the claims. The number of rule breakages by rule for the search criteria selected. 7.8 COMPLIANCE SUMMARY This reports breaks down how many times rules have been broken, over a certain date range, for a given unit/claim statuses. It is also possible to add a person threshold to only return people that have broken a rule over a certain number of times: Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 23 of 25

24 Change Control History Issue No Issue Date Description ALL0.1 February 2014 Abridged version of full user guide, created from guide for previous product version HealthRoster v9 e- Expenses Guide ALL7.0. Document Authorisation Author Reviewer(s) Approver Dayo Arobieke Kunal Patel ALL1.0 March 2014 Reviewed and finalised for first release. Penny Rivers Penny Rivers ALL1.1 July 2014 Updated following Release Dayo Arobieke Penny Rivers ALL1.2 January 2015 Updated following new Release Dayo Arobieke Stuart Lloyd, Penny Rivers Penny Rivers ALL1.3 August 2015 Reviewed & Updated Rocky Caves ALL1.4 December 2015 Updated to Software release Rocky Caves ALL 1.5 August 2016 Updated to Software release Rocky Caves ALL2.0 May 2017 Updated to Software release Rocky Caves Jane Wanniaratchy Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 24 of 25

25 Allocate Software Head Office UK 1 Church Road Richmond Greater London, TW9 2QE Tel. +44 (0) Fax +44 (0) UK Regional Office - Worksop Compass House The Point Coach Road Shireoaks Worksop NOTTS S81 8BW UK Tel. +44 (0) Fax +44 (0) UK Regional Office - Oxford Unit 5 Kings Meadow Ferry Hinksey Road Oxford OX2 0DP UK Tel: +44 (0) Fax: +44 (0) UK Regional Office - Keele IC3 Keele University & Science Business Park, Keele Staffordshire ST5 5NP UK Tel : +44 (0) enquiries@allocatesoftware.co.uk Copyright 2011 Allocate Software and its subsidiaries All rights reserved. All identified product names of other companies may be trademarks or registered trademarks of their respective owners. The materials presented here are summary in nature, subject to change, and intended for general information only. Version: ALL2.0 EOL v e-expenses Manager/Approver User Guide Page 25 of 25