Reminder: new electronic staff expenses claim system now in place

Tuesday, 22 November 2016

Colleagues are reminded that a new system for submitting expenses is now in effect. 

Under the new system, staff expense claims will be submitted online via Agresso, the University’s finance system (also officially known as Unit4 Business World). This new electronic process will eventually replace the current Excel and paper-based procedure, which requires manual sign-off and the inclusion of physical receipts. 

The current paper and Excel procedures will remain available to use until Tuesday 31 January 2017 – colleagues should note that paper-based claims for staff expenses will no longer be accepted or paid from Wednesday 1 February 2017 onwards. Processes are being put in place for departments where staff do not have access to PCs, and paper-based processes will remain to be accepted for students and visitors. 

What’s changing?

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.

We hope that the new electronic system will make it easier for colleagues to submit and approve claims – it is more convenient to use, can be accessed anywhere, and can enable nominated proxies to initiate claims as and when required. 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 have not previously held accounts for Agresso will now be automatically registered to use the new system – colleagues should be able to log in using their existing University usernames and passwords.

Guidance on the University’s financial procedures (including compliance) can be found on the Practical Guides page.

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