Streamlining employee expenses claims – does this affect you?

We would like to hear from staff that make expenses claims to help us map the current process and identify some initial high level requirements for a new system. Please contribute your views by attending an independently facilitated workshop.

It has been recognised for some time, that a more up-to-date, systems-based approach to managing the employee expenses process is necessary as mentioned by Graham Galbraith, at the Vice Chancellor’s Annual Address, last October. 

Towards the end of 2016, the Finance Department began a feasibility study to develop an investment proposal to completely update the employee expenses process. The five faculties and key professional services, including the International Office, have contributed to this work. As part of this feasibility study finance staff have attended a limited number of supplier presentations and have also visited another university to view a live system. This research has been invaluable as it has demonstrated what is possible with current technology and led to the approval of an Investment Proposal.

The next phase involves mapping the current process and identifying some initial high level requirements for a new system. This will be achieved through a series of meetings and workshops, which we would like to invite you to, in order to capture staff views of the current process and where particular pinch points are experienced.

Please book your space on one of the workshops below (spaces are limited):

At this stage, the scope of the project will be:

  • travel expenses
    • Train tickets
    • Flight tickets
    • Own car (personal mileage)
    • Hire cars (both ends)
    • Taxi
    • Coach tickets
  • subsistence expenses
    • Food
    • Drink
  • hotel accommodation expenses
    • normally pre-booked and paid for by invoice, there may be occasions where a member of staff ends up having to pay costs initially and then claim back
  • other incidentals, e.g.
    • Internet access whilst away
    • Visa costs
    • Injection/tablet costs, e.g. Malaria, Yellow Fever  

The importance of regular project updates and timelines is fully understood and training and support will be provided as we pilot and then transfer to a new system.  

Further information will follow as the project progresses. In the meantime, if you have any comments in relation to the personal expenses process or would like to ask the project team any questions, please email employeeexpenses@port.ac.uk

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