How to Claim Mileage and Expenses in iTrent

NOTE:  This guide will explain how to claim Expenses in iTrent but should you require any information or guidance about what you can claim including any thresholds can be found here – 

Travel claim and subsistence guide for employees

From the Home Dashboard:

  • See Time & expenses tab
Time and Expenses dashboard
  • Click Add claim
  • Alternatively, you can click My pay on the left-hand side of the screen and then click Time & expenses at the top of the screen.
Add claim
  • Once you click Add claim, you will be taken to the screen below:
Add claim

You’ll need to enter:

  • Start date (required)

The start date should match the date of the first claim you are making.

  • Job title (required)

If you have more than one job then you should select the job title that the claim pertains to.

  • Claim template (Additional hours/Expenses) (required)

As you are looking to claim expenses, for the claim template select Expenses.

Click New at the bottom left to add the new entry when you’re done. You’ll be taken to another screen to continue filling out your entry.

Submit new claim

Page 1: Expenses

  • You should use this page to claim for any expenses you have incurred e.g. food, parking etc

Page 2: Mileage (non-Regular Journeys)

  • This page should be used to claim mileage.

Page 3: Mileage Regular Journeys

  • Once you have completed your first claim for mileage it will be available on page 3 as one of your personal regular journeys. You can then select it from the drop down and it will autofill the details for you, saving you time!

 

For an Expenses claim, see Page 1

Expenses claim

Details here include:

Element

  • Breakfast (With VAT Receipt)
  • Breakfast (Without VAT Receipt)
  • Clothing & Footwear (With VAT Receipt)
  • Clothing & Footwear (Without VAT Receipt)
  • Conference & Seminar Costs (With VAT Receipt)
  • Conference & Seminar Costs (Without VAT Receipt)
  • Evening Meal (With VAT Receipt)
  • Evening Meal (Without VAT Receipt)
  • Fares/Tolls/Congestion Charge (With VAT Receipt)
  • Fares/Tolls/Congestion Charge (Without VAT Receipt)
  • Foreign Travel (With VAT Receipt)
  • Foreign Travel (Without VAT Receipt)
  • Home Telephone/Broadband (With VAT Receipt)
  • Home Telephone/Broadband (Without VAT Receipt)
  • Hospitality & Entertaining (With VAT Receipt)
  • Hospitality & Entertaining (Without VAT Receipt)
  • Hotel (With VAT Receipt)
  • Hotel (Without VAT Receipt)
  • Lunch (With VAT Receipt)
  • Lunch (Without VAT Receipt)
  • Office Equipment (With VAT Receipt)
  • Office Equipment (Without VAT Receipt)
  • Optician Charges (With VAT Receipt)
  • Optician Charges (Without VAT Receipt)
  • Other Expenses (With VAT Receipt)
  • Other Expenses (Without VAT Receipt)
  • Parking (With VAT Receipt)
  • Parking (Without VAT Receipt)
  • Stationery (With VAT Receipt)
  • Stationery (Without VAT Receipt)
  • Subscriptions (With VAT Receipt)
  • Subscriptions (Without VAT Receipt)
  • Taxi (With VAT Receipt)
  • Taxi (Without VAT Receipt)
  • Vehicle Expenses (With VAT Receipt)
  • Vehicle Expenses (Without VAT Receipt)
  • Gifts (With VAT Receipt)
  • Gifts (Without VAT Receipt)

Date

  • This should be the date that you incurred the expense.

Receipt Number

  • Please number your receipts so that the expense can be correlated with the receipts provided as evidence.

Detail of Expense

  • You should detail the reason for the expense so your line manager can understand why you are claiming.

Amount

  • You should detail the total amount for which you are claiming.

NB:  Please remember that the statutory amounts are as follows:

Breakfast

£5

Lunch

£6

Dinner

£15

The system will not allow you to claim for more than these statutory amounts.

For further guidance on what can be claimed please see the guide referred to above.

For a Mileage claim, see Page 2:

Mileage claim

Details here include:

  • Vehicle
    • Choose your vehicle (some employees have more than one vehicle that they use to claim expenses for)
  • Scheme
    • Most employees will be attached to Casual Mileage Scheme however, there will be some that show as Essential or other schemes.
  • Journey Date
    • This is the date on which you took the journey
  • Miles claimed
    • This is the number of miles you are claiming payment for. If you are unsure what you are entitled to claim for then please see the guide referenced at the top of this document.
  • Journey From
    • Where the journey began
  • Journey To
    • Where you travelled to
  • Reason for Journey
    • The reason for the trip to allow your line manager to understand why you incurred this expense.
  • Fuel Receipt Number
    • Should you have more than one fuel receipt please number these to ensure they can be correlated with the claim.

Use the + button to add more lines to the claim form.

Note: If your vehicle is not here, please refer to the “View Personal Details” guidance and see the “How to add/edit private vehicles” section. 

For a Regular Journey Mileage claim, see Page 3:

Regular claim

Once you have completed your first claim for mileage it will be available on page 3 as one of your personal regular journeys.  You can then select it from the drop down and it will autofill the details for you, saving you time!

Details are the same as above but if you select Journey then previously stored journeys can be selected and will autopopulate the other fields.   Please check the details to ensure correct.

Note: If your vehicle is not here, please refer to the “View Personal Details” guidance and see the “How to add/edit private vehicles” section. 

On all pages, you can:

  • Add more records if you need by using the + button.
  • Click Save draft to save your progress and come back later if you need to.
  • When you are finished, click Submit.
  • You can also print out a page by clicking Print

 

NOTE: you need to have any receipts or proof of claim for any expenses other than statutory amounts.  You will add these on the next page.

Once you have clicked submit, you will be taken to the screen below:

Submit page
Receipt attachments

Password: 

Single Sign On: If you are a Single Sign On user, then you do NOT need to enter a password to submit a claim. 

Multi Factor Authentication: If you are a Multi Factor Authentication user, then you NEED to enter a password a submit a claim. This password will be your iTrent log in password and will be automatically populated in the password box.

 

Receipts:

If you do NOT need to attach a receipt or if you only need to attach 1 receipt:

  • Click “Choose file” and select either a blank document or your receipt.
  • Click “Submit”

 

If you have to attach MORE than 1 receipt:

  • Click “Choose file” and select a receipt.
  • Once you have chosen your receipt, click on the Paperclip icon (to the right of the choose file button) and this will add your receipts to a list. 
  • Repeat this process if you have multiple receipts to attach.
  • Important – when uploading all of your receipts, do NOT add the last receipt to the receipt list. Instead, just click “Choose file” and select your last receipt. Do NOT click the paperclip icon to add it to the list. The reason we ask you to do this is because the Choose File box needs to be filled with a document, otherwise if you try to submit your claim, it will say “You cannot leave mandatory fields blank” and you will not be able to submit your claim. 
  • When you have your receipts uploaded in a list and the “Choose File” box is filled with your last receipt, click “Submit”.

Once you have done that, click submit.

You will receive a notification by email to let you know that your Expenses have been submitted. 

  • Your manager will also receive an email to check and approve.
  • You can check your claim on the dashboard.
  • It will sit in Awaiting authorisation.

 

There is a status dropdown which you can check to make sure it’s awaiting authorisation.

Should you wish to find previous claims you can search for them:

  • On Time and expenses tab, enter start date of your claim and then press search
Expenses
List of claims

If you click on the reference number for your claim, it will show you the details of your previous claim

  • You can also click on the summary button to see a summary of your claim
 
 
 
 
 
 
  • The safety pin icon beside summary will bring you to the proof of claim that you added
 

 

 

 

 

 

  • You can also add more proof if requested

You will be notified by email when you submit a claim. You will also receive an email if your claim has been rejected.  A new claim will have to be submitted should this occur.