Webexpenses User Guide

Registered Office Unit 2 Northbrook Industrial Estate Vincent Avenue Southampton SO16 6PB

Webexpenses User Guide: Table of Contents Logging In:.......................................................................................................................................... 2 Recording Receipts:............................................................................................................................ 5 Submitting an Expense Claim (Claimant): ............................................................................................ 6 VAT: ................................................................................................................................................ 8 Mileage Claims: .............................................................................................................................. 9 Approving Claims (Line Managers): .................................................................................................... 11 Processing Claims (Accounts Team): ................................................................................................. 12 Proxy Actions: .................................................................................................................................. 13 Adding or Updating Users: ................................................................................................................. 14

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Registered Office Unit 2 Northbrook Industrial Estate Vincent Avenue Southampton SO16 6PB

Logging In: • • •

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You will receive an email from donotreply@notification.gb.webexpenses.com outlining the details for your Webexpenses account.

Webexpenses can be accessed at logon.webexpenses.com When opening Webexpenses, you will be met with the screen below. Enter your username and password into the fields shown below to gain access:

In browser, you will see the home screen as shown below:

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Registered Office Unit 2 Northbrook Industrial Estate Vincent Avenue Southampton SO16 6PB

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A mobile app is available and is recommended for easier recording of receipts and claims.

Please find the relevant links below: o Android: https://play.google.com/store/apps/details?id=com.signifo.WebexpensesUI3.release&hl =en_GB o Apple: https://apps.apple.com/gb/app/webexpenses/id964717877 When opening the Webexpenses mobile app for the first time, you will see the following screens:

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Registered Office Unit 2 Northbrook Industrial Estate Vincent Avenue Southampton SO16 6PB

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To link your mobile device, within the browser version of Webexpenses, select the dropdown from your name in the top right corner and choose ‘Devices’.

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Under ‘My Devices’, please click ‘Pair Device’.

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From this page, you will find either the QR code or Device paring code required to link your mobile device to Webexpenses.

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Registered Office Unit 2 Northbrook Industrial Estate Vincent Avenue Southampton SO16 6PB

Recording Receipts: • •

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Receipts for expenses can be uploaded to Webexpenses and stored.

On the browser version of Webexpenses, receipts can be uploaded and viewed under ‘Expenses’ and then ‘My Receipts’

o On the Webexpenses mobile app, receipts can be uploaded under ‘Receipts’ from the bottom of the home page.

o It is recommended that physical copies of receipts are retained should any issues arise.

Receipts can be recorded and uploaded to Webexpenses in several ways: o Taken as a photo directly from your device in the Webexpenses app o Selected from your mobile device’s photo gallery to the Webexpenses app o Contained within the body of an email to forward@receipts.webexpenses.com o Emailed as an attachment (e.g. PDF or JPEG) to my@receipts.webexpenses.com Do not upload any receipts to Webexpenses that include a full credit card number, or any other private, personal or confidential information.

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Registered Office Unit 2 Northbrook Industrial Estate Vincent Avenue Southampton SO16 6PB

Submitting an Expense Claim (Claimant): •

An expense claim can be started from a receipt already uploaded to Webexpenses.

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o A new expense claim can be opened by clicking ‘Add Claim’ from the web browser home page.

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o Every claim must have a title; there is no fixed format for a claim title, but there is a character limit of 25. We would recommend that: o If the claim if for a specific item and/or service, the title states this. o If the claim is for multiple items, that the title is more generic and could perhaps describe the type of items or event taking place (e.g. “Training Course”, “Site Meetings” or “Travel” etc.)

o Once all relevant information has been entered, click ‘Save’ to begin entering specific items for this claim.

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Registered Office Unit 2 Northbrook Industrial Estate Vincent Avenue Southampton SO16 6PB

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Clicking ‘Add Item to the Claim’ will allow you to begin entering claim details

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o The ‘Category’ outlines the type of item or service (This also dictates which accounts nominal code the value is posted against).

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o The ‘Date’ should be the date of purchase stated on the receipt for the transaction.

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o The amount should be the full amount of the item you wish to claim, including any VAT where applicable.

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o A description of the item is required.

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o It must be stated if a receipt is available for this item.

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o A dropdown is available to select the VAT rate.

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o Certain categories will require a job number. The header and plot numbers can be selected from a drop down.

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o Once all those details have been entered, provided the receipt for the transaction has already been uploaded, Webexpenses will try to find the closest possible match from your receipts.

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Registered Office Unit 2 Northbrook Industrial Estate Vincent Avenue Southampton SO16 6PB

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You can also manually select the relevant receipt by clicking ‘Add Receipt’

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o If multiple items are included on one receipt, the ‘Split Items’ function can be used to specify amounts and VAT.

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VAT: • •

VAT should be recorded as accurately as possible. VAT details not being properly entered may result in claims being rejected until adjusted.

VAT can generally only be claimed back if the receipt for the transaction clearly shows the suppliers information (name, address etc.), the suppliers VAT registration number and the VAT rates and values.

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Registered Office Unit 2 Northbrook Industrial Estate Vincent Avenue Southampton SO16 6PB

Mileage Claims: • •

Users milage rates are set on an individual level based off the type. It is the responsibility of the user to ensure that the Webexpenses admin team is notified if vehicle details need updating.

To begin a milage claim, a mileage category must be selected. There are two options available depending on whether this mileage claim is related to a specific job number or not.

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o Enter the date of travel Select ‘Map Route/Add Destination’ to specify the miles travelled.

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o o The map route can be manually adjusted to show the correct route and miles travelled.

Specify if this was a return journey.

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o Ensure the correct vehicle is stated.

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Specify the number of miles travelled and your mileage claim allowance.

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Registered Office Unit 2 Northbrook Industrial Estate Vincent Avenue Southampton SO16 6PB

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Once all details for a claim have been entered and you are ready for this to be approved, click ‘Submit’. Your claim approver (usually line manager) will then be notified to review.

o Before finalising your claim submission, you have the option to add any notes to your claim which will be visible to your approver and the accounts team If a claim is for mileage, you will be asked to confirm this and must also tick to accept a statement verifying any miles claimed were for business purposes.

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Registered Office Unit 2 Northbrook Industrial Estate Vincent Avenue Southampton SO16 6PB

Approving Claims (Line Managers): • •

When a claimant submits a claim, you will be notified via email. o The email will contain a link to the claim awaiting review Claims awaiting review can also be viewed from your Webexpenses homepage.

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o Clicking the claim ‘Title’ will open the claim for review. This is a ‘read-only’ view of the claim and details can not be adjusted.

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o At this point you can review the claim and either approve or reject.

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Approving the claim will escalate this to a member of the accounts team for processing. Notes can be provided to the accounts team upon approval.

Rejecting the claim will revert the claim back to the claimant, notes can be provided at point of rejection.

If rejected, the claimant will be notified via email and can amend the claim and resubmit.

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Registered Office Unit 2 Northbrook Industrial Estate Vincent Avenue Southampton SO16 6PB

Processing Claims (Accounts Team): •

Approved claims are visible from your Webexpenses homepage.

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o Clicking the claim ‘Title’ will open the claim for review.

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o At this point you can review the claim and either Process or reject for payment.

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Rejecting will revert the claim back to the claimant for them to adjust and resubmit where applicable.

A member of the accounts team also has the option to adjust the claim (values, VAT details etc.). Any changes made to a claim should be clearly outlined in the notes section, those notes will be visible by the claimant.

Processing the claim finalises the procedure and will populate reports that can be used to post journals. Notes can be left for review at a later date.

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Registered Office Unit 2 Northbrook Industrial Estate Vincent Avenue Southampton SO16 6PB

Proxy Actions: •

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The Webexpenses system does allow one user to act as a proxy for another. o This proxying is set up on a user by user basis. Which users can act on behalf of another can be adjusted by the Webexpenses admin team. o This can be particularly useful if an approver is on leave. The Webexpenses admin team should be notified if a user should be updated to be able to proxy in on behalf of another.

To select which other user you want to act as a proxy for, select the relevant name under ‘your name’ and then ‘Switch Account’ in the top right corner.

o In that same top right corner, you will now have a notification outlining who you are acting as a proxy for.

o Once proxied in as another user, you have the ability to carry out the actions that user normally can, i.e. submit claims or approve claims.

Any action carried out by a proxy user is clearly outlined in an audit trail.

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Registered Office Unit 2 Northbrook Industrial Estate Vincent Avenue Southampton SO16 6PB

Adding or Updating Users: • •

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A new Webexpenses user can be added by a member of the Webexpenses admin team upon request.

To set up a new Webexpenses user, the following details are required: o Company email address o Employee first name and surname o Company division o Who will be approving this new user’s claims o Whether this new user will be only making claims or approving claims also o Will this new user be claiming mileage ▪ If yes, please specify vehicle details: ▪ Vehicle type ▪ Vehicle registration ▪ Vehicle make and model ▪ Company or private vehicle ▪ Engine type (Petrol, Diesel, Electric) ▪ Engine capacity o Should this new user be able to act as a proxy for another user ▪ Please specify which user and whether they should be able to make claims, approve claims or both.

Any of the details outlined above can be updated upon request.

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