Online expenses update from Finance

Wednesday, 08 March 2017

It is now over three months since the online expenses software package was launched across the University.

There has been a period of parallel running with the paper-based system but this has now ended. Colleagues are reminded that they need to use the new process to submit claims. We would also like to give colleagues an update on some areas of the process.

Expense categories – following helpful feedback from colleagues there have been a number of expense categories added to the drop down menus. These include adding bank charges, vaccination costs and medical supplies/tests into the Overseas menu and adding student helpers/volunteers in the General section. A category labelled Communications is also being added to most menus. If there are any other categories that you feel should also be added please contact us.
Remote access – to be able to use the system offsite, colleagues are reminded that they need to register for Remote Access, whilst on campus, through the IT website. IT will assist with this. This process has been in existence for some time as it enables access to a number of systems / files, not just online expenses.
Approval process – whilst the majority of approval routes are working fine, there are a number where the incorrect person is in the workflow. This may happen for a number of reasons, such as a colleague moving roles. The approval goes first to the PI/budget holder and if the named individual is incorrect then this needs to be changed. Where this does occur please advise the Financial Systems team using the relevant form to change the authorisers. Please note the approval route follows the University rules and so cannot in itself be changed.
Training – there have been running a series of short familiarisation sessions over the last months over lunchtimes. These have been well attended by colleagues and have been designed to show how the process works, by taking each attendee through the steps to complete a claim online. These ceased at the end of January however if there are sufficient numbers to warrant further sessions these will be arranged. Please contact finance-help@reading.ac.uk to register your interest.
Claim progress – if you are having difficulty in finding out where your claim is in the process you can contact finance-help@reading.ac.uk who will be able to inform you of this.

Thanks to all colleagues using the system for your support in its adoption – it is much appreciated.