New expenses system launching from Monday 21 November 2016

Monday, 07 November 2016

A new system for submitting staff expense claims via the University’s finance system will be launched on Monday 21 November 2016.

The new system will eventually replace the current paper-based processes. Colleagues will be able to try out the new system over the next few months until Tuesday 31 January 2017.

Under the new system, staff expense claims will be submitted online via the University’s finance system (widely known as Agresso, although its official name is now Unit4 Business World, UBW). This replaces the current Excel and paper-based processes, which require manual sign-off and the inclusion of manual receipts. 

Paper-based claims will continue to be accepted up until Tuesday 31 January 2017. However, with effect from Wednesday 1 February 2017, no paper-based claims will be accepted or paid. Processes are being put in place for departments where staff do not have access to PCs.

Students and visitors will still need to submit paper claims.

What’s changing?

Full details will be provided on the Finance website, but key points to note are:

• Staff will use their standard University log-in and password to enter the UBW (Agresso) system. Once logged in, details of expense claims can be completed.  
• Photocopied or scanned receipts will be attached to the online claim.
• Sign-off will also happen online – the workflow will be built into the system to direct claims to the appropriate manager for sign-off
• Paper forms will no longer be accepted after 31January 2017.

The new system will make the process of submitting a claim much easier for staff. It is compatible with remote access, making it easier for colleagues to submit claims wherever most convenient. The system will also allow for nominated proxies to submit claims on behalf of claimants (the claimant will need to approve them before the claim is progressed).

User testing has indicated that the system is easy to use, and a range of supporting material will be made available to explain the new system, including online guides and training videos.  

Several information sessions will be held in December – interested colleagues can book these via Employee Self-Serve (ESS). Additional courses may run into the New Year following demand. 

Colleagues who do not currently hold an account for the finance system have been automatically registered so that they can use the new system. As mentioned above, existing University usernames and passwords will enable colleagues to use the new system.  

Full details will also be made available on the Finance website.