How to submit a travel subsistence claim (Full Guide)

How to submit a travel subsistence claim (Full Guide)

How to submit a travel and subsistence claim

How to submit a travel and subsistence claim

1. Log in to travel and subsistence online:

https://agresso.nuigalway.ie

2. Fill out the online claim form in Draft mode, (

important

) ensuring you use the TAB key to move between each field.

3. Review your claim.

4. Submit your claim for approval.

5.

IMPORTANT

: Print out your claim.

6.

IMPORTANT

: Place claim printout, with any receipts, inside an official NUI Galway expense claim envelope and post to the Payroll and Expenses Office, NUI Galway.

Insert only one claim per envelope.

Envelopes should be available from your office administrator or email

[email protected]

.

Note: Failure to adhere above could result in significant delays in processing the claim.

Claim Travel Types: Explanatory Note

In making a claim and selecting a ‘Travel type’, remember that University policy is to reimburse employees only for reasonable and properly incurred costs which they have defrayed from their own resources, on behalf of the University. A claim can be one of three travel types outlined below:

Conference Rates & Vouched Expenses* Should be selected for claims that have a combination of conference attendance costs and related vouched expenses incurred e.g. Taxis, Travel. If the conference fee includes accommodation & meals, then per diem rates may NOT also be claimed.

Subsistence Rates & Vouched Expenses* Should be selected for claims that have a combination of subsistence per diem rates (5 hour, 10 hour, 24 hour allowances) and vouched expenses incurred e.g. Taxis, Travel. If accommodation and/or meals are provided by the host, or at the event attended, then you must indicate this, so that a deduction will be made from the per diem rate.

Vouched Expenses* Is the DEFAULT travel type and should be selected for claims that include vouched expenses incurred but Conference/Subsistence rates are not being claimed. To allow for accurate reporting the vouched expense types are broken down into Within Ireland, Outside EU,

Within EU.

* Claimants should usually provide receipts for any vouched expenses (with the exception of a kilometer expense). There is a checkbox for each vouched expense, except for kilometers, to indicate whether a receipt was provided.

How to submit a travel and subsistence claim

1. Log in to travel and subsistence online:

- Click the link

https://agresso.nuigalway.ie/Agresso/System/Login.aspx

- At the login screen enter the following and click Login:

User name:

Enter your six digit payroll number

Client:

Enter U1

Password:

Enter your travel & subsistence (Agresso) password

How to submit a travel and subsistence claim

2. Fill out the online claim form in Draft Mode

- From the menu located on the left hand pane click Time and Expenses.

- Under the Time and Expenses window click Travel Expenses

Populate the fields as outlined below.

How to submit a travel and subsistence claim

Important: Use the TAB key to move between fields

The system will, on occasion, perform calculations e.g. currency conversion/kilometer rates. To ensure these are carried out and that fields are updated accurately with your entries use the

TAB key

on your keyboard to move from one field to another. You can still use the mouse to click back into any field if you need to.

Travel Type

Choose from dropdown list (see explanatory note at start of this document).

For this document the example claim travel type is Subsistence Rates & Vouched Expenses.

Purpose of Trip(s)

Comment

Enter brief summary of trip and date e.g. Dublin test meeting 19/11/2015

Note this entry must be unique for each claim.

Enter more details, expanding on Purpose of Trip(s).

- Once finished here click the Next step button

How to submit a travel and subsistence claim

As this claim has both subsistence and vouched expenses the next tab that appears (2 - Travel) is for calculating subsistence. Subsistence is calculated automatically for you based on the country/city you visited and the time spent there. There are different rates depending on the destination and these are automatically applied by the system.

Destination

Choose the country and city by typing in the Destination box and Enter the start date/time of your travel and the end date/time

Meals Provided

(Optional) If your trip was in Ireland, and you had any meals provided, there is an option to record any meals provided and the system will adjust the subsistence amount accordingly.

- Once finished here click the Next step button

- Review the confirmation popup relating to meals provided and allowance nights.

- Click OK to confirm the details are correct and click the Next step button.

How to submit a travel and subsistence claim

The next tab (3 - Expenses) is to record vouched expenses, the amount incurred and whether a receipt was provided. In this example you can see that the subsistence (two x 24 hours) from the previous step has already been populated.

To add a vouched expense item click on the Add button under Expense Items.

Under Expense Details choose the Expense Type from the drop down menu that appears.

How to submit a travel and subsistence claim

For all of the expense types complete the applicable fields as follows:

Date

Description

No. Km/Amount*

Currency

Curr. Amount

Amount

Receipt Provided

Enter the date the expense was incurred.

Enter details of the expense.

The cost of the expense, except in cases of a KM expense for which you enter the number of KMS .

Default is EUR *.

Cannot be modified

; displays amount of the expense in the chosen currency.

Cannot be modified

; displays amount of the expense in Euro.

Tick the checkbox if you have provided a receipt for the vouched expense.

*Very Important: Technical Issue Around Currency Conversion

To select a currency other than EURO please ensure you use the

TAB key

to move from the

No. km/Amount into the Currency field. Then click the button to search for the list of currencies (three letter codes e.g. USD for US Dollars.

If you don’t TAB into the currency field the claim will crash and you will lose all your information.

Example of adding a vouched expense Bus Travel

- To add another expense click the Add button .

How to submit a travel and subsistence claim

- To delete an existing expense tick the check box beside the expense and click Delete .

- To edit an existing expense line double click the item.

Example of adding a vouched expense Kilometres

Traditionally termed “mileage” this expense item does not currently require a receipt.

- Click the Add button and from the Expense type dropdown choose Kilometers – (a) Standard

University km rates.

- Enter the details for the kilometers expense as follows:

Date

Enter the date the kilometre expense was incurred.

Description

Enter start and end destination, state if single or return.

No. Km/Base Amount* Enter the total number of kilometres travelled and TAB into the next field.

Rate

Cannot be modified

; system applies the appropriate rate**

Amount

Receipt Provided

This displays the amount of the kilometre expense (in Euro).

Not currently required

for kilometre expenses.

- To add another expense click the Add button .

- When finished adding expense items click the Next step button .

** The kilometer rates are set out by the Finance Resource Committee of NUI Galway as part of the Travel and Subsistence policy

How to submit a travel and subsistence claim

3. Review your claim

The next tab (4 - Summary) summarises your claim. To amend the claim, click on any of the tabs.

4. Submit your claim for approval

- Review the claim and when satisfied change Status from “Draft” to “Ready” and click “Save” on the bottom left.

Note:

In some cases the default subaccount, termed Subacc, (D0020 in this example), also referred to as budget code/cost centre/project code, may need to be changed for some or all expenses in a claim. For details on how to do this

click this link.

- After saving, a green notification is displayed at the top of screen with a Transaction number.

- You can make a note of this number for future reference.

- If you accidentally submit a claim contact the approver asap and ask them to reject the claim.

How to submit a travel and subsistence claim

How to submit a travel and subsistence claim

VERY IMPORTANT

To complete the process you MUST print off a copy of the claim form and include it along with any receipts in the NUI Galway Expense Claim Envelope (see steps 5 and 6).

5. Print out your claim

To print a copy of your claim form click the Print Preview button and print the resulting claim form.

Sample Claim Form

Note: Signatures are not required unless requested by the approver.

How to submit a travel and subsistence claim

6. IMPORTANT

: Submit claim printout, along with any receipts required, inside an official NUI

Galway expense claim envelope and post to the Payroll and Expenses Office, NUI Galway.

Please insert only one claim per envelope and ensure the claim has been approved online by the approver before sending the paperwork.

Note:

Failure to adhere above could result in significant delays in processing the claim.

Log Off Travel & Subsistence

From the main menu on the left select the Log off button located under NUI GALWAY COMPANY.

(NUI GALWAY M4 DRY was used for this document).

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