• First the Project of choice is selected from the drop-down button.

 

• the button “Claim Entry” at the bottom of the page needs to be clicked.

 

• A new page called “Claim Entry” is displayed.

 

• It gives the voucher number against which the claim is to be entered and also the date in which the claim is made ( ie. today’s date ) at the top-left.

 

• Next choose whether the claim is a “Local Claim” or “Travel Claim” and click on the associated radio button.

 

• Incase it is a “Local Claim” then the textboxes for the “Start Date and Time” and “End Date and Time” in the top-right are set to today’s date.

 

• Incase it is a “Travel Claim” then the textboxes for the “Start Date and Time” and “End Date and Time” in the top-right needs to be filled with the start date and end date of the travel respectively.

 

• Also selecting the radio button beside “Save & Edit Later” or “Final Submission” respectively can choose whether the claims are to be saved and edited later or to be submitted to the office for reimbursement.

 

• In the lower half of the page details of the claims needs to be entered.

 

• In the first column the date in which the expense was incurred needs to be entered. There are two ways in doing this: 

Ø      First is to type the date in the textbox.

Ø      Second is to click on the calendar and then choose the date by navigating to the correct date. The ◄ and ► are used to move to previous and subsequent months. The |◄and ►| are used to move to previous and subsequent years.

 

• Next choose the “Expense Code” from the drop-down list.

 

• Next enter the amount in “Amnt” textbox.

 

• If the “Expense Code” is “Trip” then the “Travel From” and “Travel To” needs to be inserted to the next two textboxes. For other kinds of expense this not require.

 

• If the “Expense Code” is “Trip” then the “Call No” against which the trip was made has to be entered. Multiple Call Numbers can be entered by pressing CTRL key and then clicking on the desired call numbers. For other kinds of expense this not require.

 

• If the “Expense Code” is “Trip” then the “Call Sheet” in which the trip was recorded has to be entered. For other kinds of expense this not require.

 

• The remark field is optional and can be used to describe the expense or anything related to the expense.

 

• Incase the “Expense Code” is “Trip”, the “Travel Mode” is used to describe means of travel. For other kinds of expense this not require.

 

• The button “Add Row” can be used if additional rows are needed to enter more claims.

 

• It should be noted that if there are more rows than the number of claims, a few can be left out and it does not have to be the last few but do make sure that none of the fields in the rows are entered.

 

• After all the entries have been made press the “Calculate” button to obtain the total expense for that voucher.

 

• If changes have to be made to the entries after the “Calculate” button has been pressed, press the “Edit” button by its side.

 

• At the end, press “Submit” at the top half to submit the claim for approval by the manager or to save it for editing in the future as indicated by the radio buttons “Save & Edit Later” or “Final Submission”.

 

• To alter a claim that has already been initiated refer to the help of  “Claim Status”.

 

 

 

 

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