Creating an Expense Claim

As a little incentive for your walk planning activities, we wanted to let you know that you are permitted to claim for travel costs that you incur during your walk reccie, providing this is the first time you have carried out this particular walk. In order to make this as automated as possible, the website has an expense claiming facility available for you to use. From start to finish, the overall process looks like this:

• Login to the website and go to the admin page. If you’ve forgotten your password, you can reset it again by following the forgotten password process.
• The Admin section of the website has an expenses area that will initially look like this:

• Click the Add Expense Claim button. You will now be presented with the following popup dialog, where you can input details of your expense claim:

  

• Here you can specify Expense Date, where you travelled From and To whether it was a Return Journey and the Distance. There is a link you can click at the bottom that opens a separate google maps window with your route with a calculated mileage to help you. Your claim will automatically be calculated at the current rate of 28p/mile.

• Alternatively, if you travelled on the train, choose Other in the Expense Type and complete the following details:

• In this case you'll need to attach a scanned copy of your travel receipt as proof, which will automatically be saved along with your claim.

• Once you've completed the details for the item, click Save Expense Item and you will then see the details of your expense claim:

  

  Note that you can add more than one item to a claim before it is submitted and they will be totalled up.

• When you are happy that all details are correct, click Submit Claim and you will be prompted as follows for your bank details:

  

  Note that if you'd rather not, you don't have to provide this information - we'll contact you personally instead. 

• Now Confirm Submit and then your claim will automatically reach us and we'll go through the two-stage approval process (Kerry and Claire handle this). You'll receive emails along the way about your claim's progress.

• After approval is complete, you've receive a final email some time afterwards notifying you that Marianne our Treasurer has arranged payment and the funds will be on their way to you.

That's all there is to the expense claim process - we hope you find it easy to use and maybe will entice a few of you to lead a walk if you've yet to do so! Please don't hesitate to contact the committee if you have any questions.