Expenses and Car Mileage

As an employee, how do I enter car mileage and expense claims?

Easy, just check out the quick reference guides and video guidance here.

As a cost centre manager, how do I approve car mileage and expense claims?

Easy, just check out the quick reference guides and video guidance here.

Why does my reimbursable amount for mileage calculate as £0.00?

This happens when you use an invalid combination for the Vehicle Category, Vehicle Type and Fuel Type dropdowns.

Please refer to page 6 of the Expense Full Guide on the Training and Support section for a list of valid combinations.

How far can you go back to claim expenses?

The process is the same as what we use currently - the general advice is within 3 months.

What does the account code relate to?

The account code relates to the cost centre. The code can be updated, although staff must be advised not to change the subjective code (3rd part, 5 digits long) as this is defaulted based on the type of expense.

How is the approver selected?

The system will decide who the approver is based on the cost centre, so if this is changed then the approver may change as well. The user has no control over the approver, the system will select it automatically. If a different approver should be picking up the expenses there are options to achieve this, such as:

The approver reassigning the request.
The correct approver being added to the code at a lower value.
The cost centre approver setting up a vacation rule to expenses for specific staff are automatically redirected to the preferred approver.

How would I claim car mileage if the car is fully electric?

You can select the dropdown electric in when submitting your expense

All information can be found in the Expenses Policy and Guide -Expenses Training and Policy/Guide

How do I claim a business expense?

Any expense that the council usually incurs to operate their services is classed as a business expense. This cannot be claimed via Expenses and needs to be reimbursed via One Source Accounts Payable.

Examples are Refreshments for a Council meeting or in the case of a social worker food for a child or purchases for a family. Wherever possible a purchase card should be used.

Please note: Office equipment is not a claimable expense.

Where a purchase card has not been able to be used you will need to request your manager completes and sends a pro forma invoice Forms to Lindsey Loverock/Harvey Chima with evidence of the purchase (receipts) and will also require approval from a cost centre manager (authorised signatory)
You will need to provide bank account details for payment by BACS. If payment is to be paid to same bank account as your salary, then a screen shot of your bank details within one source is sufficient.
If you wish the money to be reimbursed to a different bank account, you will need to request a BACS form.