Purpose: Version 1.

4
This form is to be used for all expense claims 27-Jul-16

To improve the processing of expense claims the following is relevant:

What Why
Form format This form has been designed to capture only the information required to process To allow Accounts Payable (AP) to
expense claims. automate checks that have to be
Expense claims and receipts emailed in excel format will receive priority processing done manually, reduce the amount of
over hard copy claims. printed material, and to reduce the
amount of physical mail
Approval Approval of expense claims can now be indicated by the approver forwarding the To reduce the amount of physical
email with the expense claim attached to the next approver or Accounts Payable paper, and to speed up the approval
(AP) as per the approval section of the claim form. process.
Receipts Scanned receipts are preferred. See form format above for reason for scanning. To reduce the amount of physical
paper, and to speed up the approval
Expense claim size Please keep expense claims at a maximum of 25 items. You can raise multiple process.
To reduce the number of very large
expense claims if you have more than this number of items. and long expense claims that are
difficult to verify, and to assist in audit
and checking
Helping to record FBT By law we must record expenses that attract FBT (fringe benefit tax). We have Resolves identified issues
transactions correctly identified some keywords that are likely to attract FBT, which will trigger alerts to
help to record the expense correctly. This includes recording the recipient's name,
and selecting the staff vs non-staff resource codes.
To help if you are If you have staff preparing claims for your approval, you can use the advanced form Resolves identified issues
managing others setup to restrict the resource codes that they can select from, and the approval
submitting claims route for the expense claim.

Do you manage If you need to monitor and manage staff mileage, there is a mileage log that may be Resolves identified issues
mileage claims? used to track detail mileage.

Instructions:
First time claimants Fill in the green cells. This will allow AP to set you up as a supplier. They will send
you your supplier number, which you can then use on subsequent expense claims.

Last claim upon If you are leaving UniServices, then we want to know to ensure that the claim is
leaving UniServices processed quickly, and any queries are followed up appropriately. To indicate this,
ensure that you select 'FINAL' in the claim details section of the form.

All claimants Scan in all receipts. Receipts do not have to be scanned 1 per page, please fill up a
page worth. If you do not have access to a scanner, you can take a photo of the
receipts on your phone (in this document, the word 'scanning' covers all electronic
forms of receipts).
If you would like instruction on scanning receipts, contact
[email protected]
Fill in the blue cells (see below for specific instructions).

Email the claim and scanned receipts to the PI for approval, with the instructions to
forward the email on to the CA approver, as per the project activation email
notification, once approved.
The CA will then approve and send on to Accounts Payable.

If you are not scanning receipts, send these, along with the printed claim form to
Accounts Payable. The printed form should not be submitted for manual approval,
the expense claim should use the email approval route.
Please note that expense claims sent electronically will receive priority.
If your details change (e.g.. Bank or address) please fill out the changes in the
'Claimant's detail' section.
Accounts Payable AP will check the claim, including receipts, and process for payment.

Claim form notes:

Month of claim The month that the receipts are for.
Approval route These names must be filled out to ensure that we know who is approving your
claim.

Attachment check A reminder to scan and attach receipts

Date Date of the receipt

Description Description of what the expense was for (max 40 characters). For vouchers,
flowers, chocolate, wine, cards or gifts, please enter the recipient for FBT purposes

Kms If you are claiming for mileage, please enter the kms here - you can also use the
mileage log sheet and just enter the summary into the claim form.
Currency If the expense is other than NZD, enter the relevant currency code. The name of the
currency code chosen will show in column L

Amount paid in If the expense is other than NZD, enter the amount in that currency
currency chosen
Amount paid If the expense is in NZD, enter the amount (incl. GST) of the expense

If the expense is not in NZD, only fill this out if you know the rate that was used.
Otherwise leave blank

GST code The GST Code will populate based on the currency you specify. Review the code
and change if it is not correct. Note: NZ and AU receipts should have a GST
number on them if they are GST receipts
Enter information below if you want to:
- restrict the codes that your team uses Example Setup:
Note
Programme setup: Programme setup:

Enter the program or person's name which will automatically

be appended to the expense claim heading. An entry in this
cell is the trigger to:
- populate the claim form with the approver details as
entered in B5 and B6,
Name of Programme/ Team/ - validate the resource codes entered on the claim form Name of Programme/ Team/
Person against B9 to B33, rather than the full list of codes. Person Susan Smith
Enter the plus 1 approver details - which will automatically
Name of plus 1 approver populate in the claim form Name of plus 1 approver Daniella Pearce
Name of UniServices Approver Enter the Uniservices approver for project expense claims Name of UniServices Approver Cade Norton

To restrict the codes that the user has to choose from on this
form, select the relevant codes in the red cells (max of 15).
These will now show in the dropdown for the resources code
Valid codes to use column on the claim form. Valid codes to use
Prof. Memberships (2129001)
Courier / Freight / Postage / Shipping (2331001)
Food & Beverage, Catering (2315002)
Mileage (2313001)
Prof. Memberships (2129001)
Recruitment & Personnel (2124001)
Mileage (2313001)
UOA Departmental Services (2612001)
Prof. Memberships (2129001)
 Type: Project/GL Expense Claim form

Claimant Details - Fill out for the first Claim details Brief Instructions:
expense claim or changed details: (For full instructions see Instruction tab)

Name Joseph W. Rouse Name Joseph W. Rouse Email completed form and scanned receipts to the principal
investigator for approval, with instruction to forward onto UniServices
New or Your supplier no. (if known) approver for second approval.
change? New

Home Address Claim month If this is your first expense claim, fill in the green boxes
(enter the month that the bulk of the Everyone fill in the blue boxes
4/38 Cheltenham Road receipts are for. Enter 'various' if evenly March
mixed)

Final Return? Ensure that you choose either Project/GL or HoD

Devonport (Select final if you are leaving
UniServices)
Post Code Date Hint: scan receipts (as many on a page as you can fit) in approx date
624 05.04.2018 order, then enter them on the sheet from the pdf. That way you know
you have entered them all, and in the same order as you scanned.
Bank A/c # Phone/Extn.
01-0137-00764300-00 9236711
Email [email protected]

AUL & UoA

Staff UPI Approval email route : Name
UoA Staff ID Plus 1 approver (Programme
director, PI, N/A if you are the PI for
430097S Approval is indicated by forwarding this attached to
the project being claimed on) an email to next approver as indicated below
(Cell F15)
UniServices approver (CA as per the
'project activation email notification')
Have your details changed? If so fill Will Charles
Approval is indicated by forwarding email to
out the above section [email protected]

Attachment check: Scanned Receipts attached ✘ Yes

Ledger Project Task / HoD A/c Amount Amount paid

code GL A/c no. kms Currency
Date Description PJ Enter Task number @@@@@.@@@ Resource code (mileage paid (in NZD - GST Code Currency name
PJ/ GL/ GL Enter all segments claims)
(if not NZD) (in currency fill in if NZD expense
chosen) or NZD amt known)
HD 10.@.@@@.@@@@.@@@@@.00

29.03.2018 Mtg w prospective advisor A. GL 36387.003 Food & Beverage, Catering $ 14.50 NZ GST
Westerby (2315002)

07.03.2018 Meal M. Wong Return on GL 36387.003 Food & Beverage, Catering $ 23.00 NZ GST
Science presenter (2315002)

22.3.2018 Mtg J. Pretorius Return on GL 36387.003 Food & Beverage, Catering $ 32.50 NZ GST
Science (2315002)

22.3.2018 Mtg J. Pretorius Return on GL 36387.003 Food & Beverage, Catering $ 52.00 NZ GST
Science (2315002)

02.03.2018 Mtg M. Bignell (PWC) re CFO GL 36387.003 Food & Beverage, Catering $ 5.00 NZ GST
services (2315002)

Number of lines:
5 Check total: - 127.00

03/29/2018, 01:28:54
Form Owner: Diane Edmonds, last updated 15/11/2015
 Mileage calculator and log
Claim details Brief Instructions: Guidelines for mileage:

This sheet is a tool to help you keep track of mileage. The travel policy indicates that the most cost effective means of tra
Name right to partially reimburse claimants where another form of transpo
E.g. Airfare to Wellington return may be cheaper than paying milea
The form calculates the mileage based on the standard rate used by Please note that after 5,000 km claimed in 1 year, the reimburseme
Log Period UniServices, but you enter the amount being claimed (either the full amount
or the amount agreed) into column J
Select the reason for using your own vehicle.
Budget
It is in the same format as the claim form, so that you can copy and paste
the columns B to J for the row you are claiming into your claim form, or
copy the total row for 1 line on expense claim

Budget
Current mileage Rate per km: $ 0.73 #DIV/0! $ -
Remaining: UniServices travel, entertainment and expenses policy

Ledger Project Task No. / Total Amount to Reason for using your Calculated as per mileage
Date Route code PJ Enter Task number Resource code Return Trip?
@@@@@.@@@ Kms be claimed own vehicle rate
PJ/ GL

0 $ -

03/29/2018, 01:28:55
Form Owner: Diane Edmonds, last updated 15/11/2015