FinanceFinancial Management System (FMS) - Expenses

The Sub-project Manager of the subproject where the expense line is being charged approves.

A proxy is an individual who is given access to initially input the expense claim details together with receipts onto FMS on behalf of one or more members of staff. The expense claim then routes to the claimant for review and then to the Subproject Manager for approval.

No, expense claims cannot be changed once in workflow.

You should perform a workflow enquiry to check where the claim is in workflow then contact the appropriate individual who has the task and ask them to reject the expense claim back to you.

You can then open the rejected claim via your task list and amend it as required and re-submit.

You can use the workflow enquiry screen for expense claims ensuring that you tick the historical box.

Prior permission from your Head of Department is required in order to obtain access to ‘Expenses enquiry – All’ within the Standard Dept Reports folder. 

This enables you to enquire on all expense claims within your cost centre.  

Yes. Within the expenses screen, there is a print preview option which is available once the status of the expense claim has been changed to ready and saved. This opens a printable window to view and print.

Mileage is specific to journeys using your own car. Petrol costs relate to car hire only.

Check if you have ticked both Active and Historical boxes in the workflow enquiry. If you still cannot find your expense claim, check if you have saved it in Draft. (see Expenses Quick Guides – Retrieving Draft Expenses (pdf) (login required)).

See Expenses Quick Guides – Amending, Resubmitting and Closing Expenses (pdf) (SharePoint login required)

See Expenses Quick Guides – Amending, Resubmitting and Closing Expenses (pdf) (SharePoint login required)