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Expenses are managed through an App called Access or online via https://identity.accessacloud.com/
The app allows you to log expenses and take a picture of receipts as you incur them, you can save all these into one claim to submit at a later date or submit them as you go.
The journey tracker links to google maps so it will automatically pull through the correct mileage based on the addresses you enter (you can add stops/alternative routes as well). Please note that the starting destination for will be based on your employment contract, if you are contracted to be office based then the starting address must always be the office, if you are contracted to work remotely then your home will be the starting address. I have set this at admin level on the system so this will pull through automatically.
As you know, we pay based on HMRC mileage rates which is currently 45p per mile, this is based on up to 10,000 miles within a tax year. If you exceed 10,000, then mileage is then paid at 12p for any miles over this threshold.
As line managers, all staff expenses within your team will automatically go to you for approval, please ensure you check the expenses thoroughly and ensure all claims are within company policy and deemed 'reasonable'.
Claims cannot be submitted without a receipt, so please reiterate to your team that this is adhered to.
Overview
The App is called Access Expense and can be downloaded from Apple (iTunes) and Android (Google Play) in the usual way.
When you first log in it will prompt you to put in your Access Workspace email address and password. However, the app does support Biometric and Face ID for future logins to make it quick and easy to access.
App Overview
Here you are able to make a New Claim, New Journey Claim and also View Approvals.
You will also see the options along the bottom. The first is Claims which takes you to see a history of all of your claims and allows you to filter between Draft, Awaiting Approval, Rejected, Approved and Favourites.
Secondly, there is a camera icon which is where you can take a picture of your receipt and a claim will begin populating for you using the information from the receipt and OCR. It will populate the folowing fields: Gross, Description, Date and the reciept will attach to the claim. The Approvals icon and View Approvals from the home screen will both take you to the same place where you can view a list of claims that are awaiting your Approval.
Approvals tab will be discussed in detail towards the end of the guide
Real-time notifications are also available using the app, as soon as a user puts in a claim for approval, the approver will get the notification on their phone so they are able to go directly into that claim and approve or reject it. The same will happen for a user once a claim has been fully approved for them.
Creating a New Claim
To create a new claim, click on New Claim on the home page of the app. This will then take you to the following view, where you are able to put in the Gross amount, attach a Receipt, choose a Date and Expense Type, while also entering a Description. Depending on the setup of your account and the Expense Type chosen, the view will differ slightly.
There is also a more options button which will extend out and show additional functionality if needed, for example changing Tag Types.
Once filled in, the claim can either be submitted or saved as a draft to form part of a later submission. When selecting an Expense Type, there is the option to be able to search for a particular type, rather than having to scroll through the whole list.
Receipt Scanning
To scan a receipt into the app to start creating a claim, it is just the camera icon in the middle of the navigation bar at the bottom. The white line across your screen will scan the reciept up and down till it its able to pick up the releavant fields, this will notify you by the white line changing to red.
It’ll then start creating a claim within the app taking that information. In the example above, all that needs to be done now is to chose an Expense Type before submitting the claim off for Approval.
Journey Calculations
To create this, you’ll click on New Journey Claim on the home page of the app where you will then see the following. Once the addresses or postcodes of your journey have been entered, it’ll show you a route map directly from google maps so you can check the route and ensure it is accurate.
The claim can then be submitted in the same way as other claims, or saved as a draft if you are wanting to add multiple claims to a submission.
Approving a Claim
There are two ways you are able to view claims awaiting your approval, either by clicking View Approvals on the home page of the app or the Approvals button on the bottom navigation bar. It will then show the full list of all claims awaiting approval. From here, you can open out claims for each individual person to begin viewing the claims before approving.
By clicking on the arrow by each user who has submited a claim, you will be able to see a brief description of each claim. By clicking on each claim it will show you the fulll detail of the claim such as image of Reciept, Expense type, Date, Gross amount, VAT and Desciption. This is where an approver can decide to either Approve/Reject the claim.
If the claim is rejected, it’ll pop up with a rejection reason box that the approver can type in the reason why, which in turn will get fed back to the end user who submitted the claim so they know why and how to resolve it.
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