Table of Contents
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 first day you are claiming for
- Job title (required)
If you have more than one job then you should select the job it relates 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 additional hours, for the claim template select Additional hours.
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.
Each page represents a different claim:
- Page 1: General Codes
- This should be used to claim additional hours if you have worked more than your contracted hours that week (up to 35) OR Hours 36 & 37 of the week.
- Page 2: Overtime
- This should be used to claim hours paid at time and half or double time.
- Page 3: Allowances
- Page 4: SWES Standby
- Page 5: Emer Call out &Standby Non Social Work
- Page 6: Public Holiday Codes
The Overtime page looks like:
Details here include:
Element
- Contractual Overtime (Ferry Only)
- Overtime @ T&½ 35HR FTE SS Hour 38
- Overtime @ T&½ SS For 37 FTE EE’s)
Date
Reason
Hours
The Allowances page looks like:
Details here include:
Element
- Responsibility All (Hourly) Basis Hours
- Responsibility All (Hourly) O/T Hours)
Date
Reason
Rate
Hours
The SWES Standby (Social Work only) page looks like:
Details here include:
Element
- SWES – Disturbance when NOT on standby
- SWES – Friday
- SWES – Monday
- SWES – Saturday Session 1
- SWES – Saturday Session 2
- SWES – Sunday Session 1
- SWES – Sunday Session 2
- SWES – Thursday
- SWES – Tuesday
- SWES – Wednesday
Date
SWES Standby (Social Work only)
The Emer Call Out & Standby Non Social Work page looks like:
Details here include
Element
- Callout O/T @ 1.5 – 35hr FTE
- Callout O/T @ 1.5 – 37hr FTE
- Registrars Fees
- Conducting Wedding
- Registrars Fees
- Escort
- Stand-By Allowance
- Disturbance NOT on Stand-By
- Disturbance when on Stand-By
Date
Emer Call Out & Standby Non Social Work
The Public Holiday Codes page looks like:
Details here include:
Element
- Overtime @ TX2 Public Holiday 35 FTE
- Overtime @ TX2 Public Holiday 37 FTE
- Public Holiday O/T – 35hr FTE
- Public Holiday O/T x1 – 37hr FTE
Date
Public Holiday Codes
On each page, you can
- Save draft
- Submit
- Add or subtract additional records
Specific Claims:
How to claim Overtime:
Click on Page 2.
On Page 2 you will need to enter:
- Element
- Date
You should detail each date you completed overtime.
- Reason
You should detail the reason for conducting overtime
- Hours
You should detail the number of hours of overtime you completed – please use decimal point to tell us if it was less than a whole hour e.g. 2.5 hours for 2 hours and 30 mins.
You can also add more records if you need using +.
Click Save draft to save your progress and come back later if you need to, and when you are finished, click Submit.
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.
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”.
How to claim Responsibility Allowance:
Click on Page 3.
Page 3 you will need to enter:
- Element
- Date
If you are claiming for a block of time please complete the first date for which you are claiming responsibility this period.
- Reason
- Rate
- Hours
You can also add more records if you need using the + .
Click Save draft to save your progress and come back later if you need to.
How to Submit a Claim
When you are finished, click Submit. (Note – have any receipts or proof of claim ready to add for 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.
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 submitted a claim:
You will receive a notification by email to let you know that your Additional hours 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.
- If your claim is rejected, then you will receive an email letting you know and you will have to submit another claim.
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 bring up your 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 needed
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 1st 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 switch of 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, contact payroll directly on 01586 555999 or email: payrollenquiries@argyll-bute.gov.uk