core portal claimant user guide core expense€¦ · (ux:luding tax deducted by previous...
TRANSCRIPT
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Core Portal Claimant User
Guide
Core Expense
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1 CONTENTS
2 Logging onto the system ........................................................................................................................ 4
3 Payment ................................................................................................................................................. 5
3.1.1 Payslips ...................................................................................................................................... 6
3.1.2 P60s ........................................................................................................................................... 8
3.1.3 PRD60s .................................................................................................................................... 10
3.1.4 Important Dates ...................................................................................................................... 11
4 Entering and Managing Expense Trips ................................................................................................. 12
4.1 Entering A Mileage Trip ............................................................................................................... 16
4.2 Entering A Subsistence Expense Trip ........................................................................................... 17
4.3 Entering An Expense Item requiring a receipt ............................................................................ 19
4.4 Entering An Expense Trip paid by the Company (Credit Card) .................................................... 22
4.5 Entering A Foreign Expense Trip ................................................................................................. 23
4.6 Entering An Expense Trip- Travel with Higher Grade .................................................................. 24
4.7 Entering An Expense Trip- Submitting For Approval ................................................................... 25
4.8 Entering An Expense Trip For a Third Party- Proxy Claimant ....................................................... 26
4.9 Troubleshooting .......................................................................................................................... 28
4.10 Managing previously created Expense Trips ............................................................................... 29
5 Advances .............................................................................................................................................. 31
5.1 Entering Advances ....................................................................................................................... 31
6 Remittances ......................................................................................................................................... 33
7 Claimant Cars ....................................................................................................................................... 35
7.1 Entering Claimant Cars ................................................................................................................ 35
7.2 Editing Claimant Cars .................................................................................................................. 36
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7.3 Managing Claimant Cars ............................................................................................................. 37
8 Rates Lookup ........................................................................................................................................ 38
8.1 Looking Up Mileage and Subsistence Rates ................................................................................ 38
9 Bank Details ......................................................................................................................................... 40
9.1 Changing Bank Details on Core|Portal ........................................................................................ 40
10 Entering Overtime Claims ................................................................................................................ 42
10.1.1 Overtime Claim Screen Selection ........................................................................................ 42
10.1.2 Completing An Overtime Claim ........................................................................................... 43
10.2 Miscellaneous Claims .................................................................................................................. 46
10.2.1 Completing a Fixed Rate Allowance Claim .......................................................................... 48
10.2.2 Completing a Night Duty Allowance Claim ......................................................................... 49
10.2.3 Completing a Value Allowance Claim ................................................................................. 50
11 Logging Out ...................................................................................................................................... 51
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2 LOGGING ONTO THE SYSTEM
The first time an employee logs onto the system they will have to self-register – a separate document
will be circulated to describe this process in detail. For subsequent log on’s to the system username=
email address and password = the password generated during self registration. It will be possible to
retrieve lost passwords (this will be outlined in the Self Registration document)
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3 PAYMENT
When an Employee logs on to Core Portal they will automatically be directed to the Core Portal Pay Tab
In this page it is possible to view Payslips, P60’s, PRD60’s, view current Tax details and find out how
many days to paydate. It is also possible to use the “What if Calculator” for Shorter Working Year, Work
sharing and Parental leave.
If you are an approver, upon login you will automatically be directed to your Managers Dashboard. To
view your Employee Dashboard, click on Dashboards and select Employee Dashboard.
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3.1.1 PAYSLIPS
On the landing page the four most recent payslips are available by clicking on the relevant date / payslip on the left hand side of the Recent Payslips section of the screen:
Historic payslips can also be viewed by clicking on the Magnified Glass within the Recent Payslips section.
This will display previous payslips available on the system, displaying a screen similar to the following:
Clicking the “View Payslip” option or the “Full Payslip” button on the Recent Payslips button section for
that particular payslip, will display the payslip for the selected period:
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Pressing the ‘Print Payslip’ button on this screen will allow you to print the payslip
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3.1.2 P60S
P60s are available for previous years in both Irish and English.
To view P60s in Irish click on the button highlighted below
To print a P60 click on the relevant year and the following screen will be displayed detailing all the
relevant P60 details.
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To print the Standard P60 document click on the Generate P60 and the document similar to the
document below will be displayed and may be printed.
P60 Certificate of Pay, Tax, Pay-Related Social Insurance and Universal Socia] Charge Year Ended 31 Dec. 2012
Name of Employee PPS No.
Tax Credll f' USC Kale Sand 1 t:
3300 .00 10036.00
' I ' indicates that temporary basis applied } '2' indicates that emugency basis applied at 31 Dec.
Enter 'X' if !here .-·ere 53 paydays in the year.
Date of commencement of employment
D D
PayroU/Works No. (if applicable)
Rale Sand ( USC Rale Sand 2 t:
32800.00 5980.00
Enter 'D' if emplo) ee was a director_
Enter • w· if " 'eek 1/monlh 1 applied.
D D
(A ) PAY € (C) Pay for Uninrsal Social Charge (USC) purposes €
I. Toc.t pay (Le. 8'""'" pay less any • uperannuation cootnbUlioos allowable for 111come tax pu1p0<e<) 1n above year indudin; pay in m<]X'ct of previous C"1'1oyment(s). and wablc Illness Benefit. if any.
2. Pay io respect of previous cmploymcnt(s). if any. lD abcl\'c year.
l . Pay in respect of this pcnod of cmploymrnt (i.e. gross pay less any superannuation cootributiCIOS allowabJc for Income tax purposes). includinglllxable lllne"" Benefit. if any. Us~ this figu,.. in PA YE A.nytime.
4. Tocal amount of WUiblc Illness Benefit uxludcd 111 the abo>'e pay Hgurc
(B) TAX
I. Toea! nc:l tax deducted in above ycac (ux:luding tax deducted by previous ""1'1oycr(s).lf any).
2. Tax 1n respect of prcviow; employmcnt(s). i( any. i n a.lxn·c year.
3. Net tu dcdllt'led(D)Ircfu.nded ( R) r;;l in Uus employment. ~ u.., Ibis figure in PA YE Anytime.
33 090
0
33 090
0.00
€
3378 . 97
0.00
3378 .97
I. Tocal pay for USC purposes in above year. including pay for USC purposes in respect of previous employmcnt(s). if nny.
2 . Pay for USC purposes in respect of prcviou• employment(<). 1f any. in the above year.
3. Pay for USC purposes in respcetofthJ• penod of emplo)•mcnt. Uw this fiJ:urc in PA YE Anytim e.
(D) USC Deducted
I. Totll.l USC dcdncted in alxm: year. mctudlng USC deducted by pn:vious employe~{<). if any.
2. USC in respect of previous cn~loymcnl(s), if any. in above year.
3 . Net USC deduc1ed (D)Itdundcd (R) ~ in this employment u.., this fi~:ure in PAY£ An)·time.
{E) PRSI in this employment
I. Employee's PRSI.
2. Totll.l (employer+ employee) PRSI.
3. Tot.oJ number of wc~b in.urnbL: employment.
4 . lrudal social insurance contnbutim class.
s. Suhscqumt social imurance contnbul.ion class.
6. Number of weeks at the c la.s entered at S above.
11\Vc certify that tbc pnniculars given abuve in I'CS]X'Ct of Pay. Tax. PRSJ a.od USC arc correct in respect of this cmploymoent.
Employe r' s Name DEPARTMENT Of fiNANCE Employer's PA YE Regd. N
Employu 's Phone Number Date 04- Feb- 201 3
TO THE EMPLOYEE: THIS IS.\ \ \l.l \BU: DOCl ' \ IE:\T
You sbould retain lhis document carefully as evidence of tax, PRSI and Universal Social Charge deducted. ote: There is a four-year time limit on claiming refunds of tax or Universal Social Charge.
36427.81
0 . 00
36427.81
€
1868.75
0 . 00
1868 . 75
€
1197.99
4910.50
5 1
Al
You may al~~o require lhis document as evidence if you claim social welfare benefits wi1hin lhe nexl rwo years.
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Historic P60s can also be viewed by clicking on the Magnified Glass within the Recent P60s section.
This will display previous P60s available on the system, displaying a screen similar to the following:
Click on View P60 as highlighted to print previous P60s.
3.1.3 PRD60S
The most recent PRD60 documents can be viewed by pressing the relevant button next to the document
in question:
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To view historical PRD60 Documents click on the Magnified Glass and this will display all of the PRD60s
that are available for viewing.
3.1.4 IMPORTANT DATES
This will give a countdown to the number of days to paydate.
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4 ENTERING AND MANAGING EXPENSE TRIPS
Click on the “Expenses” tab
core OTHER PROOUCTS DASHBOARDS • TEST CLAIMANT
® I[J[~ Pa yme:_j
Expenses
Semngs
Test Claimant
~ My Expense Claims
~ Submmed Monday 01st OK 2014
Gone To Belgium For Coffee And Waffles.
Mileage
Subsistence
Other
Total
:: My Advances
94S1 435.96
.00
530.47
Outstanding Ba lance €0.00
No items to display ...
Page of O )
1 + New 0. Manage •
• Submitted
• New
• Paid
+ New
c No data to d splay
Q My Tr ip Destinations
United Kingdom
rthS~
~:;; london
0
<:P Remittances
30th Apr ~014 i 33.6
•::th Oeb 20'4 € 379 10
::2nd .an ::o 4 € 4 30
Pans 0
0.
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Click on “New”
core OTHER PRODUCTS DASHBOARDS • TEST CLAIMANT
® Payment
Expenses
Semngs
Test Claimant
,.;--My Expense Claims
~ Submitted Mooday01st oec 2014
Gone To Be tatum For Coffee And Waffles.
Mil~ag~
Subs•stence Other
Tota l
r:: My Advances
94.51
435.96
. 00
530.47
Outsta nding Balance €0.00
No items to display ..
Pag~ u ofO c
"0Manage •
• Submitted
• New
• Paid
Q My Trip Destinations
United Kingdom
London 0
vorrhSt".a
• Belf ium
F'aro• ( 0
[+ New ~Remittances
30th Ap• 20 4 €33 6'
12th =eo ~0 4 € 37910
:'2nd ,•~ :o 4 € 4 .30
No data to display
)
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The following pop up box will appear. When entering a Claim for the first time you must select Cost
Centre, Analysis 1 and Analysis 2. Under Additional Options, you must also select Analysis 3 and
Analysis 4, as highlighted in red below. For each subsequent claim these fields will populate
automatically.
Expense Report 0
Dates From :;:: To m: Description
Cost Centre 2.33340 Education And Science Vote
Approver You must first selea a cost centre ... Analysis 1 Dof/Dper/ Ssc T&S Aclmin
Analysis 2 General Oof/Omb/Per
Additional Opt ions
0.00 0 total claimed # items
+ New Expense Item
Expense Type Date From Date To From To Units Value Actions
You have not added any Expense Items yet...
« Page v ofO No data to display
0.00 0 II
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Important
Once you select an analysis code in an expense trip and save the expense trip, the next time you enter
an expense trip the analysis codes entered on the last expense trip will be automatically defaulted into
the Expense Trip, i.e. the last analysis codes are pre-selected.
This means that if your Department/Office does not use the additional analysis codes then you will only
have to complete the steps above once.
If however, should several analysis codes 3+4 exist for your Department/Office it is important that you
change your analysis codes when appropriate - remember you will need to click on Additional Options
to do this. If you do not change your analysis codes they will revert to the last ones used.
Queries in respect of completing T&S claims can be directed to [email protected].
Populate the Dates, Description (Please use plain text in this field – Errors will appear if Symbols are
used – e.g. Brackets, €, etc.) and Approver cells and press SAVE. This will create the expense report
header.
Click on
This will give you the following screen. Payment By Me will automatically be selected. Select
Company if the Expense has been paid by the Departments Credit Card.
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4.1 ENTERING A MILEAGE TRIP
Type Mileage in the Expense Type cell and fill in the rest of the relevant details. Should you wish to
verify the exact mileage there is a link to AA Routeplanner below.
Complete the unpopulated cells (Expense Type/ Code, From & To location, Times & Description)
with the relevant expense information. Press SAVE if it is the only expense item for the trip.
If you want to enter another expense item for the same trip press
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4.2 ENTERING A SUBSISTENCE EXPENSE TRIP
Complete the Dates, Times, To and From Locations and Description. Then press Generate
Subsistence. This will calculate the number of overnights/10 hours/ 5 hours that the Claimant is
entitled to for the trip. The Expense Type cell must be left blank in order to Generate Subsistance.
It is possible for the Claimant to reduce the amount of Subsistence claimed, however it is not
possible to increase the amount claimed above the permitted amount. If the claimant wants to
claim the conference rate or 50% rate of Subsistence as opposed to the Standard rate, click on the
Widget to the right of the overnight Rate line – as circled below.
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Click on View/Update. The screen below will pop-up and the Claimant will be able to select the type
of subsistence rate they want to claim.
They should then press Options, Save and Submit their Expense Claim.
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4.3 ENTERING AN EXPENSE ITEM REQUIRING A RECEIPT
Specific expense codes will require receipts. When such expense codes are chosen the following
message will pop up.
Should a Claimant wish to Submit their receipt separately they can Press Save at this stage.
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Otherwise they can select Receipt available to upload
At which stage they must enter a description and attach the receipt (Browse to the location the
receipt is saved in by clicking on the paperclip).
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Alternatively, one can choose to select no receipt available but a reason for the missing receipt will
have to be noted before pressing SAVE.
Attach Receipt
A receipt is required fo r t h is expense type . Please selea one of t he options below.
Submit paper receipt separately
Receipt available to upload e No receipt ava ilable )
Provide reason for missing receipt ------------------~
Enter reason ...
~ Save X Close
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4.4 ENTERING AN EXPENSE TRIP PAID BY THE COMPANY (CREDIT CARD)
When entering the Expense Trip Detail ensure that the Payment by company indicator is selected as
below.
Once all the details are entered and SAVE is pressed. The Expense trip will be marked as already
paid.
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4.5 ENTERING A FOREIGN EXPENSE TRIP
When entering the Foreign Expense Trip Detail ensure that the Foreign indicator is selected as
below.
Enter the Expense Details as normal, entering the value in the local currency and selecting the
foreign destination in the location section. This will identify the currency rate from the system that
should be used to convert the local currency back into euro.
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4.6 ENTERING AN EXPENSE TRIP- TRAVEL WITH HIGHER GRADE
When entering an Expense report the person of Higher Grade with whom the claimant is travelling
with needs to be selected. Click on Additional Options to select Higher Grade. This will allow the
claimant to claim the Subsistence rate of the higher Grade Officer. Click Save.
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4.7 ENTERING AN EXPENSE TRIP- SUBMITTING FOR APPROVAL
Once all Expense items have been entered you should press the Submit button. This will send the
expense trip to the selected approver for approval.
Please note your selected approver must have Registered on CorePortal in order to approve your
claim.
The following Pop-up will appear (if parameter is turned on)
Click to read the terms and conditions and then press YES.
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4.8 ENTERING AN EXPENSE TRIP FOR A THIRD PARTY- PROXY CLAIMANT
Some claimants may enter claims for other employee’s to do so. Go to Administrator Dashboard
Click on the Expense Tab then on the Widget
Click on Manage Expense and the following pop-up will appear.
Click on New Report
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Select the relevant Claimant that you want to enter the expenses for, complete the Expense Trip as
normal and click on Notify Claimant. The Claimant who is seeking reimbursement of the expenses
must log onto their Core Portal and submit the completed claims to their approver for approval.
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4.9 TROUBLESHOOTING
If you get the following message when you Press SAVE
Press OK. The Errors will be highlighted in red. These cells should be amended. Once this is
completed Press SAVE.
In the example below the Amount cell needs to be completed before the expense trip is saved.
If you are happy that all the expense items for the trip have been entered. Press Submit.
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4.10 MANAGING PREVIOUSLY CREATED EXPENSE TRIPS
Should you wish to make any subsequent changes to the Expense Report. Click on Manage/ All
Expense Reports
You will get a list of expense reports
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To edit click on the Widget icon and choose the relevant menu item. Save and Submit after making
changes.
It is also possible to click on the different types of expense reports on the pie chart to filter down
and see the details.
To delete an expense claim select delete.
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5 ADVANCES
5.1 ENTERING ADVANCES
In the Expense Screen click on +NEW in the My Advances section.
A pop up will appear. Select correct Advance Type, enter reason for advance, applicable dates (Note
the Repayment Date should be the expected End date of the Trip the Advance is being Submitted
for) and amounts and select the relevant Approver. Press Submit.
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This will now appear in the expense dashboard, as submitted- awaiting approval.
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6 REMITTANCES
Recent Remittance Advices are available on the Employee Screen (Dashboard).
Clicking on the description will bring up a screen similar to the following one:
The Remittance Advice can be printed from here.
Should the Claimant require a historical Remittance advice they should click on the Magnified Glass as
highlighted below.
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A screen similar to the following one will appear; by clicking on the magnified glass the Claimant will see
a full description of the Claim details in a printable format.
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7 CLAIMANT CARS
7.1 ENTERING CLAIMANT CARS
In the Settings tab in Core|Portal click on the “My Primary Car” Widget icon.
Select Create Car”.
Complete the Pop up box with the relevant details and press SAVE. This will send the Car details for your
approver for approval.
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7.2 EDITING CLAIMANT CARS
If you want to change the Primary Car; click on the widget icon and select “Manage My Cars”. This will
give a list of all the Claimant’s Cars. Click on the Widget icon beside the relevant car. This will give you
several options.
If you select “Edit” the pop up screen below will appear. You can change any of the car details and press
SAVE this will send the revised Car details to your approver for approval.
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Cars can also be deleted, viewed or edited from this widget icon.
7.3 MANAGING CLAIMANT CARS
If you want to make a certain car your Primary Vehicle- the one which mileage claims are automatically
costed using- click on “Make this my Primary vehicle”.
To see how much mileage was applied to the selected vehicle select on the “Mileage History” and you
will get a list of all claims.
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8 RATES LOOKUP
8.1 LOOKING UP MILEAGE AND SUBSISTENCE RATES
The Rates Lookup screen in Core|Portal in the Settings tab; offers a facility for the claimant to look
up both domestic and foreign subsistence and mileage rates
Select the subsistence/ Mileage expense item, date and region where the expense was incurred.
Press SEARCH.
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A pop up screen will appear. This will give a list of subsistence rates. These can be further refined by
Scale Class and Exception.
Rates Lookup £J
Expense Type 10 Hour Rate v
Scale Class v Travel Date 17110/13 ~
Locat ion Angola Luanda
Exception II ..:J
~; Clear Q search
scale Class Location City Code Effective Date currency Unit Rate Exception
B - B Angola Lua ... 008 01/0 1/10 AOA 7451 .1000 N/A
A-A Angola Lua ... 008 01/0 1/1 0 AOA 8279.0000 N/A
f Rates Lookup £J
Expense Type [ 10 Hour Rate
scale Class v Travel Date 17/10/1 3
Locat ion [Angola Luanda v
Exception v
SO% Home Overnight ~; Clear Q search Conference
Min Home
Scale Class Locatio Minister Elsewhere lve Date currency Unit Rate Exception
B- B Angola Minister Usa & Canada / 10 AOA 7451 .1000 N/A
A - A Angola State Visit / 10 AOA 8279.0000 N/A
b Page 1 or 1 I ~ Displaying 1 - 2 of 2
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9 BANK DETAILS
Core|Portal allows employees to maintain or change their bank details. Bank account details are
held for both Pay and Expense payments.
9.1 CHANGING BANK DETAILS ON CORE|PORTAL
In the Settings tab there is a Bank Accounts Widget.
If you click on the Expense bank account details. The following screen appears
You can update the IBAN number and BIC details; you will need to confirm the IBAN number and tick the
declaration before pressing save.
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Once SAVE is pressed the employee will be prompted to enter their password before the new bank
details will be saved.
My Bank Accounts 0
Reauthent1cate 0
enter password Confirml
)(
42
10 ENTERING OVERTIME CLAIMS
Overtime Claims may also be claimed on Core Portal.
10.1.1 OVERTIME CLAIM SCREEN SELECTION
To Claim Overtime select Other Products on the top right hand side of the screen Click on Overtime.
The following screen will appear
In this screen you have the option to Create a New Overtime Claim, View Outstanding Overtime Claims
and see where in the process your previous claims are- pending approval, rejected, approved or
included in the pay run.
43
10.1.2 COMPLETING AN OVERTIME CLAIM
To create a new Overtime Claim click on Create New Overtime Claim as highlighted below.
The following screen will appear
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Click on the date relevant to your Overtime Claim and the following screen will pop up
The next step is to select your Approver and Checker details. To do this click on the Magnified glass
beside the Checker Cell enter the forename and surname of your checker and press search. Once the
relevant name appears in the list of approvers click on it and press close.
45
It is the same process for the approvers, click on the magnified glass, enter your approvers forename
and surname press search, then click on the name once it appears on the list and press save.
The next step is to fill out the reason for the overtime, (the reason for overtime can be input to include
the times worked each overtime night if required)
Then the number of hours of overtime worked must be completed the declaration ticked and the
Submit for Approval button should be clicked. This will send your overtime to your approver for
approval.
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10.2 MISCELLANEOUS CLAIMS
Three types of Miscellaneous Claims may be entered in Core Portal where applicable to the Employee
Fixed Rate Allowances
Night Duty Allowances
Value Allowances
Miscellaneous Claims may be entered under Other Products/ Miscellaneous Claims
Clicking on this option will bring up the screen below
This screen will list any previous Miscellaneous Claims and their current status- Submitted/ Approved/
Rejected/ Paid.
47
Clicking on the Create New Items button as highlighted on the screenshot will enable the Claimant to
enter their Miscellaneous Claim, the following pop-up screen will appear.
At this point you select what type of Claim you want to enter and Press Confirm.
48
10.2.1 COMPLETING A FIXED RATE ALLOWANCE CLAIM
For a Fixed Rate Allowance Claim you need to enter your approver, whether Point 1, 2 or 3 is relevant,
the dates involved and a Description. You then have the choice to Submit for Approval or Save until
later. You must tick the Terms and conditions declaration before pressing Save when submitting for
Approval.
Start Date and End Date for On Call Allowance only:
If you selected On Call Allowance as the claim type,
the date selected in the Start Date field should be Monday’s date during the week when you were on call.
The date selected in the End Date field should be Sunday’s date during the week when you were on call.
N.B. Monday and Sunday should always be selected as the start and end dates, regardless of whether you were on call for the full week or not. E.G. If you were on call for a Saturday only, the previous Monday should be selected as your Start Date, and the following day, Sunday, should be selected as the End Date.
49
10.2.2 COMPLETING A NIGHT DUTY ALLOWANCE CLAIM
When claiming a Night Duty Allowance the following screen will appear
The Claimant will need to select their approver from the list, they will also need to select the type of
Night Duty Allowance they are claiming as evident from the screenshot there are four different types-
Basic, time + ¼, Time + ½ and Double Time. Additionally the Claimant will also need to enter the relevant
dates for the claim, a description, cost centre, tick the Terms and Conditions declaration and select to
save or submit for approval.
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10.2.3 COMPLETING A VALUE ALLOWANCE CLAIM
Again the first step is to select the relevant approver from the dropdown list. There are numerous
different Value allowances that may be claimed where appropriate among them- On Call Allowances,
Shorter working year Public Holiday, Work sharing Extra Attendance. A full list will appear in the
dropdown list. The Claimant must then input the number of units they wish to claim along with the Date
and Cost Centre that the Claim relates to (Cost Centre = Income Tax Policy in the example in the
screenshot). The next step is to complete the description field, select Save for later or Submit for
approval, click on the Terms and Conditions declaration and press Save.
51
11 LOGGING OUT
Click on your user name and select log out from the dropdown list.
core OTHER PRODUCTS DASHBOARDS • TEST CLAIMANT·
® Test Claimant
, My Profile
Q Chonge Possword
@> Account Security
<!> Log Out