How to Claim Mileage and Expenses in iTrent

How to make an Expenses Claim

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

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.

Once you click Add claim, you will be taken to the screen below:

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 (either Additional hours or Expense Claim Form- Teacher & Chief Officials only/Expense Claim Form – All other Employees) (required)

As you are looking to claim expenses, for the claim template select the option which will be appropriate for you. Teachers and Chief Officials only should select Expense Claim Form- Teacher & Chief Officials. All other employees should select Expense Claim Form – All other Employees.

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.

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

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) – Teachers & Chief Officials only
Hotel (Without VAT Receipt) – Teachers & Chief Officials only
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)
Pool Car Expenses (With VAT Receipt)
Pool Car 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:

Meal	Max Amount where Expense Date before 29/09/2025	Max Amount where Expense Date after 29/09/2025	Time Period
Breakfast	£5.00	£7.00	Leave home prior to 7.00am
Lunch	£6.00	£8.00	Out of office between 12.00pm to 2.00pm
Dinner	£15.00	£20.00	Do not return home until after 7.00pm

Accommodation costs:

Please be advised that accommodation costs can no longer be claimed through the standard travel claim form. To avoid any out-of-pocket expenses, all business travel accommodation must now be booked via the procurement team. If you have already incurred accommodation costs, please provide the receipts to your line manager. Your line manager will then be responsible for completing a payment request form and submitting it to the creditors team for reimbursement. Thank you for your cooperation with this updated process.

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.

IMPORTANT NOTES:

For a Mileage claim, please see Page 2 for a new journey and Page 3 for a regular journey .
Do NOT use any expense option (from the Page 1 elements) for a mileage claim. Your mileage claim will be rejected if any of these options are picked.
For an Expenses claim (Page 1) when you select an element, please only select “With VAT Receipt” if you actually have one. A VAT receipt will show details of the sale including the tax date, the suppliers VAT registration number and the amount paid for the goods or services. Most importantly, it will show the amount of VAT that the supplier has charged to you (if applicable).

For a Mileage claim, see Page 2:

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.

Any employees who have made claims since April and May 2024 will have had their vehicles added to the system but there may be employees who have not and therefore you should make it a priority to add your vehicle details to HR Online in the Personal Information section. Once you do, Creditors will be notified of this update by email and add you to a scheme so you can make Mileage claims.

Creditors treat the emails for adding schemes as a priority, so there should be very little delay in them being added. However, this means you may not be able to make your claim straight away.

For a Regular Journey Mileage claim, see Page 3:

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.

Creditors treat the emails for adding schemes as a priority, so there should be very little delay in them being added. However, this means you may not be able to make your claim straight away.

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

How to Submit a Claim

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:

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. If it does not automatically update, then just type the password in yourself.

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 Attach receipt 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 Attach receipt 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

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.

How to submit a Provisional Claim

Provisional claims are not awaiting authorisation.

You must go into the provisional claims and submit them. Otherwise, these claims have not be able to be authorised.

From the home page, click on the provisional tab.

The time & Expenses page will generate.

Using the drop down at the top, under ‘Status’ it should say ‘Provisional’ (as shown in image below).
Select the date of claim.
Click ‘Search’.

This will generate the claims that you have drafted into the Provisional section. To view the claim, under ‘Claim Name’ select the claim you wish to review.

This will regenerate the draft claim you have to review, delete or submit.

IF you want to submit the claim for the 1^st time, select SUBMIT at the bottom of the screen.

IF you want to delete a draft claim you have already submitted, select DELETE at the bottom of the screen.

iTrent will generate the summary page for final review before submission.

At the bottom of the screen there is a further 2 options ‘Receipt Type’ & ‘Receipt Attachment’.

In the ‘Receipt type’ drop down select an option.

Note: Receipt type CANNOT be left unselected.

In the ‘Receipt Attachment’, select ‘Choose File’. Upload either a receipt for the claim or a blank document.

Note: Receipt Attachment cannot be left blank.

(These functions cannot be switched off so you have to add an attachment)

For example, if this was additional hours you would just add a blank document.

Once you have done this then click ‘Submit’ at the bottom of the page.

This will now go to ‘Awaiting Authorisation’ tab on the Main Menu.

To review this entry, click on the Awaiting Authorisation tab and select the claim.

How to Amend a Claim that has been Submitted for Authorisation

You are able to edit your timesheet as long as it has not been authorised by your manager.

Navigate to the Time & Expenses Screen
Select the timesheet you’d like to amend from the list by clicking on the claim name.

Click the cancel button at the bottom of the screen.

If you are a Multi Factor Authentication user, you will be prompted to put in a password. This will be the same password that you use to log into HROnline. Put in your password and click cancel.

If you are a Single Sign On user, you will not be asked to put a password in. All you need to do it click cancel.

You will be prompted with a message when you cancel.

You will be notified that your timesheet will be returned to provisional status.

Click OK to continue

Your timesheet will be updated to provisional status and can be accessed on the Time & Expenses menu. Click on the summary claim name to access.

You have the option to delete the timesheet or update the timesheet and resubmit.

To get help

If your query could not be answered within the guidance given above, please contact: travelclaims@argyll-bute.gov.uk