Colleague guide to claiming digital expenses
Introduction
Dear Colleague
Welcome to your colleague guide on how to claim business expenses.
At Pets at Home we use Webexpenses to raise, approve and process all business expense claims. If you need to claim any business expenses, provided you submit and have them approved by 1pm on a Monday, your claim will be paid directly into your bank account on the Thursday of that week.
It is also important that colleagues ensure their bank details are updated in Webexpenses as there is no direct feed from SAP Payroll.
The next few pages will give you an overview of the system and explain how each and every colleague can access this efficient way of claiming business expenses.
Getting Started
Provided you have given us your email address, you will receive a welcome email from Webexpenses with your login details within a week of your start date. You will also receive a second email containing your temporary password. At first login you will be prompted to change your password and then login again. We encourage you to do this as soon as possible so your account is set up and ready for your next business expense claim. If you do not receive an email after 2 weeks employment with us please check your junk folders first and then contact expenses@petsathome.co.uk as we may have an incorrect email address for you. Contained within your “Welcome to Webexpenses” email is a user guide. Please use this guide as a point of reference when making a claim. We have also provided a link to a training video at the bottom of this page. Please familiarise yourself with the video and guide before you make your first claim. As this is a fully digital system, you can access Webexpenses on your Apple or Android phone (links to app downloads below), via the store iPads or via a desktop. Link to training video: https://register.gotowebinar.com/recording/3087443326861799683.
Android devices link for app: https://play.google.com/store/apps/details? id=com.signifo.WebexpensesUI3.release Or search for Webexpenses in your app store
Apple devices link for app: https://itunes.apple.com/gb/app/webexpenses/id964717877?mt=8 Or search for Webexpenses in your app store
Login Screens
Desktop Login Screen
The website can be used in Internet Explorer (IE), Firefox, Chrome or Safari NB: The website will only work in the latest version of IE as older versions are not updated by Microsoft. If using IE please ensure you have the latest version installed (IE11 as of June 2018)
App Login Screen
The majority of colleagues are set to Claimant only so will only have the following Sections shown on the app: Personal Spend – this takes you straight to the camera to photograph your receipts, then create and add the claim data. Expenses – You can create claims, edit open and rejected claims and submit claims from here. My Receipts – you can upload and store receipts in here. Unattached takes you to the camera so you can photograph receipts, then hit back and upload. These receipts are then saved in the repository section until you attach them to a claim. Support – This is where you can raise a ticket for any queries/problems you are experiencing. You can also access the FAQ section here. NB : You will only see the “Approvals” section on the App home screen if you are set up to approve claims, this is where you would go to approve or reject the claims of colleagues assigned to you.
Key points to note within the system
The system is very intuitive to navigate around however, there are a few points to note around the differences in the functionality available on the desktop versus the app.
As with all mobile app’s, the Webexpenses app cannot do absolutely everything the desktop version of the system can. But you are able to do all of the following:
• Photograph & upload your receipts. • Create a claim. • Submit a claim. • View your open and rejected claims. NB. Once submitted your claims come out of the “expenses” section of the app but all of your expenses, including submitted and approved, can be viewed in the desktop version of the solution. • Edit an open or rejected claim. • Re-submit a rejected claim. • Contact Webexpenses Support.
Adding VAT on to a claim
We have set the system up to automatically default to No VAT in all of the categories. This is because we cannot reclaim VAT on all expense claims and, in categories where we can reclaim VAT, only some items on a receipt are subject to VAT.
If there is reclaimable VAT on your receipt (fuel, food etc) then you will see this on the receipt as Incl Tax at a rate of 20% (1) anything on the receipt at Incl Vat at 0% cannot be reclaimed.
Within the claim you will need to select amount under the rate button (2) and type in the 20% VAT amount. In the example below this is £5.88 of the £38.43 claim.
2
2
1
Pets Expenses Policy
If you have not already done so, we strongly recommend that you familiarise yourself with the Pets at Home Expenses policy. The policy can be found on The Kennel and is also embedded within the Webexpenses platform so you can access it at any time by hovering over your name on the top right hand side of the screen and selecting “Expense Policy” from the drop down:
The Group expenses policy is very comprehensive in terms of what can and can’t be claimed but we wanted to call out a few key points in this brief for you:
Mileage Claims You are required to provide a fuel receipt for any mileage claim that you make. The receipt must either pre date or be on the date of travel. We are aware that there are occasional times you cannot get a receipt e.g. the printer being out of order/out of paper on pay at pump machines. The system will allow you to submit a claim without a receipt but you will receive a warning message and be asked to explain the absence of a receipt in the description portion of your claim. NB. Failure to do so means your approver and/or payroll may reject your mileage/fuel claim. Mileage is calculated between the driven distance from one postcode to another. However, you must deduct your usual commute from any mileage claim e.g. if your usual commute is a 20 mile round trip you would amend the calculated distance down by 20 miles. Equally, if you have travelled more miles than the calculated driven distance due to a diversion or traffic jam etc. then you can amend the mileage upwards, but you must explain this in the description box or notes section at the point you submit the claim. NB. Failure to do so means your approver and/or payroll may reject your claim.
Contacts
For any queries or issues in relation to the Webexpenses system itself please contact Webexpenses directly via the Support area on the app or the desktop (screen shots below):
FAQ’s can also be accessed via the following link: http://hub.webexpenses.com/faqs/
For any queries relating to payment of your expenses or incorrect personal details, such as email address, please contact
payroll via: Email: Telephone:
Expenses@Petsathome.co.uk
0161 486 7595
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