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Registering outlay reimbursement claims in the HR portal

All employees given access are to file travel and expense claims electronically via the HR portal. This page provides a guide to registering outlay reimbursement claims electronically. See separate guide for registering travel expenses claims.


1. Create and fill in your report

  • To record expense refunds, select Travel and Expenses in the Employee Self-Service window.

 

  • Then select Create travel and expense reimbursement.

 

  • Select the Expense reimbursement schema followed by Start.
  • Note: For security reasons, open registration processes are automatically disrupted after some time of inactivity. If you need to keep a registration process open for a longer period of time, be sure to save made registrations by clicking the Save draft button (see the second screenshot below). You find saved registrations that have experienced a time disruption among My travel and expense reimbursements under the tab Outstanding.

 

  • Select the date of the expense incurred - or the date of the first expense if multiple entries are to be made - in the Start Date field. [1]
  • Add a brief description of the expense(s) in the Reason field [2]. For specific information on certain outlays, e.g. computer glasses, see the reimbursement procedures.
  • You may elaborate on the expense(s) in the Comment box if desired.
  • Select Save Draft in order to generate a travel number [3]. You must perform this step in order to upload attachments which will be the next step in the process.

 

2. Upload required documentation

Receipts and all required documentation are to be attached electronically:

  • Make sure that all documents you intend to upload meet the requirements for electronic attachments.
  • Select Attachments. [1]
  • Select Browse [2] to select a document from your desktop.
  • Select the desired document, and then Open. Now select Upload [3] in order to attach the document to your claim.
  • You may delete uploaded attachments by selecting the line corresponding to the entry and then selecting Delete Attachment [4].
  • You may also add URL addresses of relevant websites via the attachment type Link, or a comment to your documents via attachment type Note.

3. Register expenses

  • Once all relevant documents have been attached, Select Enter Receipts to proceed to the Enter Receipts step.

 

  • Select New Receipt [1] to add an expense.
  • Select the area below the Expense Type heading. [2]
  • Select the appropriate expense type from the ensuing dropdown menu. [3]

 

  • Enter the correct amount from the receipt/payment confirmation for the expense in question under the Receipt Amount heading. [1]
  • If the expense was paid in a foreign currency, select the correct currency from the dropdown menu under the Receipt Currency heading. [2] Note here that the amount stated should be in the foreign currency. The system will automatically convert the amount to Norwegian kroner according to the going exchange rate for the date selected. The date under the Receipt Date heading should reflect the date the cost incurred.
  • If desired, add a brief description of the expense in the Description field. [3]
  • Select Accept entry [4] when the required information has been entered.
  • Select Accept and New Entry instead if you wish to add more expenses.

 

4. Review and submit your report

  • Select Review when all expenses have been entered.

 

  • Select Preview statement if you wish to display a preview of the completed expense claim form.
  • Activate the radio button Save and Send for Approval when you are ready to send the registration.
  • Then select the Save and Send for Approval button.
  • The finished electronic document will now be forwarded to your attestant and assigner for review and approval.

 

  • The expense report is saved.
  • Select Display Expense Form to open the finished form as a PDF file.

 

  • The travel ID number is displayed in the upper right corner of the form, adjacent to the text Travel no.
  • Make sure that an expense report number has been generated.
  • Review the document and make sure that the displayed information is correct.
  • Your claim is sent electronically to your attestant for review. When the attestant approves the claim, it is sent to your closest superior with budgetary responsibilities (BDM) for approval.
    • If the attestant finds that the claim does not meet the requirements for approval, it will be returned to you for correction. You will be notified of the returning by e-mail. Necessary corrections may be made by accessing the claim in My travel and expense reimbursements or via your inbox in the HR portal. Complete the corrections and then send the claim for approval again.
  • The expenses will be reimbursed at the first travel and outlay reimbursements payroll after your claim has been approved.

5. Monitor processing status

Once the registration of your expense report has been completed, you can follow the processing status in the HR Portal:

  • In the Employee Services, select My travel and expenses reimbursements.
  • Select the desired tab [1]. In the image below, the Approved, past 12 months tab has been selected.
  • The Processing Status column [2] shows the current status of each entry.
  • Note: For the correct Processing Status to appear, you can not select the first tab All My Trips. If you have selected this tab and are recommended to Change your expense report, ignore this unless you have received an e-mail from your local accounts unit specifically asking you to correct the expense report.

 
 
Possible Processing Status options:
  • Under processing: You have not sent the registered expense report for approval and must return to step 3 of the registration process to do this.
  • Released for approval: The expense report is awaiting attestation and approval, i.e. is being processed at your local unit.
  • Approved: The expense report has been attested and approved by your local unit and is awaiting payment approval by Reimbursement Group at the Payroll Office.
  • Approved and settled: The expense report is on file for transfer to bank.
  • Transfered to FiRe: The payroll has been run in SAP and the file is on its way to the bank.
  • Expected payment on [date]: Production date of the bank file, payment usually takes place a few days later.
  • Paid on [date]: Date on which the expense claim was actually paid out.


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Published May 8, 2015 3:17 PM - Last modified Nov. 22, 2017 11:33 AM