Sentry Page Protection

TES Expense Claim – Paperless System

TES operates a paperless system of expense claims.

Claims can made from fixed or mobile devices.

After reading the guidance below - there are three claim forms that you may need to use:

  • Mileage Claims – here.
  • Receipted Expenses Claims – here.
  • Allowance Claims - here.

Staff ID

To complete a claim you will need to complete the Staff ID box. This is the field that will match your claim to your payroll ID. If the Staff ID is incorrect the payment will fail. Your staff ID is a six digit number. It comprises as follows:

  • Digit 1 and 2 – the day form your date of birth.
  • Digit 3 and 4 – the month from your date of birth.
  • Digit 5 and 6 – the two numbers next to your name on your payslip.

For example: If you date of birth is 01/03/1972 and your payslip is as follows:

Your Staff ID would be 010377.

GUIDANCE

Mileage Claim

  • Mileage is to be claimed on a weekly basis.
  • The “Date” field will only accept Sundays and this becomes the “week ended” date.
  • All journeys claimed must relate to the week ended as described above.
  • All journeys must be on one form as duplicate submissions form the same user will not be permitted.
  • There are ten lines on the form for journey details. This means up to ten journeys can be claimed on one submission. If you require more than 10 lines for a week’s activity please see your Manager.
  • Each line is a leg of a journey – this means a return journey will require two lines.
  • If you undertake a return journey with one waypoint on the way – this will require three lines.
  • Mileage is calculated automatically based upon postcodes processed via the Google Maps service.
  • It essential that you use valid UK postcodes. The field will show valid options as you enter the postcode so you can verify its accuracy. Non valid postcodes will delay payment.
  • If you are visiting a site where there is no postcode you may, by exception only, enter a GPS co-ordinate of the format xxxxxxxa; xxxxxxxb.
  • The Project Code will be the same project code as used on timesheets and is of the format #####-###.
  • Select the rate of claim. This will be 28 for car allowance users or 40 for non car allowance users.
  • Each claim must be accompanied by a fuel receipt. Guidance is given on the face of the form.
  • Read and tick the declaration.
  • Click Submit.

Receipts Claim

  • Receipted expenditure is to be claimed on a weekly basis. The “Date” field will only accept Sundays and this becomes the “week ended” date.
  • All receipts claimed must relate to the week ended as described above.
  • All receipts must be on one form as duplicate submissions form the same user will not be permitted.
  • There are eight lines on the form. This means up to eight receipts can be claimed on one submission. If you require more than eight lines for a week’s activity please see your Manager.
  • The Project Code will be the same project code as used on timesheets and is of the format #####-###.
  • Each line requires a copy of the receipt. This is to be added as an image/pdf file. This can be scanned on TES copiers or photographed using smart phones.
  • Read and tick the declaration.
  • Click Submit.

Allowances Claim

  • Due to the range and complexity of allowances - these are to be claimed on a daily basis.
  • The “Date” field will accept any day.
  • Then select the relevant allowance for that date by selecting YES on the relevant drop down box.
  • Input any requested information and complete boxes with a red asterisk.
  • The Project Code will be the same project code as used on timesheets and is of the format #####-###.
  • Meal claims require a copy of the receipt. This is to be added as an image/pdf file. This can be scanned on TES copiers or photographed using smart phones.
  • Read and tick the declaration.
  • Click Submit.

Non Chargeable Cost Codes

Whilst these should be the exception, on occasion they will be required. The code can be derived below:

Cut Off Dates

The cut off dates are:

2019

14/01/2019
11/02/2019
11/03/2019
15/04/2019
13/05/2019
10/06/2019
15/07/2019
12/08/2019
16/09/2019
14/10/2019
11/11/2019
02/12/2019 (pay date 20th)


2018

15/01/2018
12/02/2018
12/03/2018
16/04/2018
14/05/2018
11/06/2018
16/07/2018
13/08/2018
17/09/2018
15/10/2018
12/11/2018
03/12/2018 (date 21st)


2017

15/01/2017
12/02/2017
12/03/2017
16/04/2017
14/05/2017
11/06/2017
16/07/2017
13/08/2017
10/09/2017
16/10/2017
13/11/2017
04/12/2017 (early pay date in Dec)