Submitting an Expense Claim

Transcription

1 Submitting an Expense Claim Before you begin - receipts should either be exported to TEMS via the apps available or scanned to your computer for easy access. Sign in to TEMS using the link below or from the university website, go to Sign Into > Staff > TEMS. Select TEMS log-in and enter your University ID and password. Check and update your profile information ensuring your personal details and your bank account details are correct - Profile must match the Traveller s name as per passport First Name, Middle Name, Last Name if no middle name on your passport, tick the box under the field. Update your bank details: Select Profile > Expense Information enter your bank details for expense reimbursement 1

2 To claim travel related expenses you must create an expense claim and link the expense claim to the approved travel request. If you received a cash advance you must ensure that you link the cash advance to the expense claim. Select Expense Select Create New Claim Complete the red highlighted boxes for all expense claims, if the expenses are for travel - select add from Requests and tick the radio button for the related travel request and select next. If you are a corporate credit card holder you will need to move the Expense Items listed under available expenses onto your newly created claim. (Select the radio button next to the expense, select move and select the corresponding expense claim). 2

3 Add the Out of Pocket expenses to the Expense Report for reimbursement: Step 1 Click on the created Expense Claim, select New Expense and select the expense type from the list Step 2 - Enter the details in each field (the red bar denotes a mandatory field you must enter data into this field) The Business Purpose field is the field that populates the description in Oracle please be very specific when describing what the expense is for ie: Accommodation for Conference etc. Step 3 - Select Allocate to check or change the cost centre/project code and campus The Expense Claim will default to the project code from the Travel Request if the claim is linked. Select the correct cost centre/project and campus codes - start typing the number in the box and it will be displayed to select. 3

4 Select Save at the bottom of the box You will get a message success allocations have been saved. Select OK then select Done at the bottom of the box. Step 4 - Select Attach receipt - Ensure that you have scanned and saved your Tax Invoice/Receipts or exported them into TEMS via the Concur Mobile app or the Expenselt Pro app. Select Browse or choose an image from Available receipts if your receipts have been exported to TEMS. Select the appropriate Tax Invoice/Receipts and then select Attach YOU WILL NEED TO COMPLETE STEPS 1 THROUGH 4 FOR EACH EXPENSE ITEM YOU WANT TO CLAIM Select Submit Report 4

5 Agree to the final review by selecting Accept and Submit - You will receive an Approval Flow Report Check that your supervisor/expense approver is listed in the authorized approver box and select Submit Report You will get a message Report Successfully Submitted select close You will receive an automated notification advising that your expense report has been submitted for approval. For assistance with completing your travel request or expense claim, please contact the Travel and Expense Support Team: travel@westernsydney.edu.au Jackie Forrell Steve Roberts Kathy Melgar Bronwyn Davies