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.
  • Temporary Commuting Fuel Support - here


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 Job Number will be the same project code as used on timesheets and is of the format J######.
  • 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 J######.
  • 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 J######.
  • 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.


Cut Off Dates

The cut off dates are:

2020

Note: The 2019 TES timesheet CRM has been designed to work to month end dates. This will apply to both timesheets and expenses.

Jan > 31/12/2019
Feb > 31/01/2020
Mar > 28/02/2020
Apr > 31/03/2020
May > 30/04/2020
Jun > 31/05/2020
Jul > 30/06/2020
Aug > 31/07/2020
Sep > 31/08/2020
Oct > 30/09/2020
Nov > 31/10/2020
Dec > 30/11/2020 (pay date 18th)