| Overview regarding Expense Claim Procedures
in respect of reimbursements to staff are expected to be completed by claimants
but if completed by others it is essential that the claimant signs the forms.
The forms are intended to be used
as a source document for data input by staff in the migrated departments.
Data input is similar to the input required for Supplier
invoices but there is a separate invoice type ie expense report.
If an individual is to receive payment then he or she
must be set up as a supplier.
In the case of employees these will
be set up Oracle NewFIS as both employees and as suppliers. The initial load
and the updating of employee records on the system will be done automatically
from the SPS (Personnel) system but there will be a facility to add employees
in between the update cycle.
If non employees are to receive
expense payments then they will need to be set up as Suppliers but the same
expense claim screen will be used for data input.
· Forms must be signed
by the claimant, then authorised and signed in accordance with the Financial
· After input to the
system claims must be authorised on line by an authorised signatory.
After input to the system in migrated
departments the original claim documents must then be sent to the Accounts Payable
Section together with the batch report listing the documents enclosed. Accounts
Payable staff will review the claims then arrange for payment to be made on
the next available run (this is the Tertiary Approval process in the Oracle
Non Migrated Departments
Standard PPAN forms are used for
expense claims and non invoice payments.
Completed forms should be batched
by Departments then sent to the Accounts Payable Section for input. In the case
of Clinical Science Departments and some of the recently merged Medical Institutions
data input may be by local finance offices rather than the central Accounts
Migrated departments may continue
to follow the old procedure, i.e. send batches of expense claims to Central
Finance for input, if they do not wish to enter the data locally.
This page last modified
June 3, 2011
by Web Editor