FAQ

Who can use the expenses system to submit travel application and expenses claim?

All SCMP employee in both HK and Overseas except outsourcing staff. Should any outsourcing staff needs to access the system, please seek the approval from the department head and send the request to wallet@scmp.com

When should I start to use the system?

The expenses system will be ready on Dec 1, 2017. No more manual form will be accepted after Dec 31 .

When will I get paid for my expenses claim after submission in the system?

For HK offices, the cut-off date of the expenses claim will be set on 10^th and 25^th every month. If you submit the claims in the system and approved by all the departmental approvers in the system before the cut-off date, you are expected to receive the claims in 2 weeks. For other offices, existing cut-off dates and payment arrangement will be applied.

How often should I submit the claims in the system?

There are no limitation of the number of claim submission but you are encouraged to submit your local claims no more than 2 times in a month to save the approval time of all your approvers. You can “save” the transactions incurred during the month and submit later. According to the policy, you should submit your claims within 60 days from your actual incurred date.

I cannot find the correct expense category when claiming the expenses in system. Which expense category should I choose?

You should choose the expense category “Others” and write down the nature of expenses in the notes.

How do I submit the supporting document? Are original copies required?

You may either take the photo or scan the supporting documents in the system as the supporting for the claims. For sake of efficiency, you can consolidate several supporting documents into one page before scanning/taking the photos but make sure proper references are made next to each supporting in the scanned page. (Please make sure the image of all supporting documents is clear and readable - blurred images with unrecognized figures and information will be sent back). No original document is required to submit and you are suggested to keep the original supporting document before the amount is settled.

How do I know if I exceed my claim limit on certain expense category such as hotel and entertainment?

An alert message will prompt up and ask you whether you want to proceed the claims. If yes, please make sure you write down the reasons for exceeding the limit as a reference for the approvers. In fact, the staff can click the “Check Limit” button to review the cap limit assigned to them for different expenses.

How can I know the approval status of my claims?

Click the button “Trail” to review your own claims’ approval status.

What if my claims have been rejected or returned by approvers?

The approvers are required to write down the reasons of sending back. You will receive a notification on this. Based on the approvers’ comments, you may amend the amount or description in the claims and re-submit in the system. The approval flow will start all over again.

Can the approvers edit the details of the expenses line in the form?

Yes. The approvers can edit the details in the form. It will be a good practice to inform the claimant first before editing the details.

Can I copy expenses line within the form?

Yes. Please use the “Copy” button.

Can multiple photos be accepted in the mobile APP?

Mobile App currently only support 1 photo for each expense line item but multiple photos are accepted in the “Attachment” on form level.