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Claims

The Claims option enables the user to manage their expense claims. The user is able to create expense claims, submit claims for approval and track the status of submitted claims.

  • You can create a claim and add new expenses directly to the claim, or add expenses in the Expenses list and add them to a claim when ready.

  • When creating the claim you can add any existing expenses that are not on a current claim to this new one.

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New Expense Claim

You can create a new claim using the + icon. A new claim has a status of Pending which means that it has yet to be submitted for approval.

First, select the type of claim you wish to create.

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You can now complete the new claim form. Add a reference for the new claim By default the system will add your name and current date.

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Based on the Claim Type, the system will attempt to find any Draft expenses with a matching Claim Type and display them.

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You can add existing Draft expenses to the claim. A list of Draft expenses with a matching Claim Type will be displayed. You may use the Multi-select Tool to add multiple expenses to the claim at once.

  • If you elected to add any existing expenses to this new claim, the system will create a claim for you and display it in the claim list for use or editing.

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The Claim Form

The created claim will contain a unique Expense Claim ID, the Reference and Claim Type used to create it.

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Reference

A reference for the claim. A reference is automatically assigned consisting of your name and the current date, but this can be overwritten if required.

Claim Type

The type of claim. Only expenses with a matching Claim Type may be included in the claim.

Expenses

List of expenses currently on the claim. Read-only.

Amount - Net/Tax/Gross

The total amounts on the claim. Read-only.

Claim Form Action Menu Options

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Requery

refreshes the screen with any changes such as expenses added.

Expense Claim Comments

Displays comments from users regarding this claim

Add Expense to Claim

Allows you to select existing Draft expenses with a matching Claim Type. You may use the Multi-select Tool to select and add multiple expenses to the claim.

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Submit Expense Claim

Submits a claim for approval. The status of the claim will be updated to Submitted. It will no longer be possible to amend details of the claim.

Claims List

When you create claims they appear in the Expense Claims List.

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You can use the Item Menu to manage claims in the list. - Note The options available depend on the status of the claim.

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Claim List Items Menu Options (Pending Claim)

Delete Claim

Deletes the claim. Only Pending and Declined claims can be deleted. Expense entries attached to a claim that is deleted are returned to your Draft expense list and may be added to future claims.

View Claim

Displays further details about the claim.

Add Expense

Adds existing Draft expenses to the claim. A list of Draft expenses with a matching Claim Type will be displayed. You may use the Multi-select Tool to add multiple expenses to the claim at once.

New Expense

Creates a new expense and immediately adds it to the claim. The expense entry is as per the Quick Entry option.

Submit Claim

Submits a claim for approval. The status of the claim will be updated to Submitted. It will no longer be possible to amend details of the claim.

Claim History

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Displays a complete history of the claim and the entries that are included on it.

Comments

Displays all comments that have been added to the claim and enables you to add new comments. Comments can be added to a claim at any stage.

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Attachments

Displays a list of file attachments that are linked to expenses on the claim and enables the attachments to be viewed. -->

Claim List Items Menu Options (Approved Claim)

An Approved claim has item menu options: - Claim Repaid - allows you to mark that the claim has been repaid to you (only valid if the Claim Type specifies reimbursement). - Claim History - Comments - Attachments

Claim List Items Menu Options (Submitted Claim)

A Submitted claim has item menu options: - Process - provides a view of the approvers specified for this claim and its status in the process. - Claim History - Comments - Attachments

Claim List Items Menu Options (Declined Claim)

A Declined claim has item menu options: - Close Claim - If you have removed any declined expenses from the claim it can be closed. - Submit Claim - a declined claim can be resubmitted. - Claim History - Comments - Attachments

Removing Declined Expenses from a Partially Approved or Declined Claim

In your claims list, a partially approved claim will appear with an orange Approved status

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Declined expenses can be removed from Partially Approved or Declined claims. When removed, the expense is returned to Draft status. It can then be amended and added to a new claim if required. This history of the expense will continue to show that it was previously claimed and declined.

To remove a declined expense from this claim, select the > icon from the claim header bar.

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The claim form will open and display the expense entries.

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Select the Action Menu and then choose Remove Expense. The expense will return to a Draft status ready to be corrected or deleted before being added to a new claim to be submitted again.

Re-submitting Declined Claims

If a claim has been declined, it will show in your Expense Claims List.

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It is possible to re-submit a Declined claim. Approvers will be able to see that the claim has been re-submitted. Expenses on a re-submitted claim will remain in a Declined state until they are Approved.