This article explains how to enter a claim for non-mileage related expenses using the EASY App Other Expenses function and how your claim is transferred to the EASY Expenses system.
Entering Other Expenses
To enter the Other Expenses function you need to tap on the Other Expenses button on the main screen, which will take you to the Other Expenses page.
The Other Expenses page has a number fields that you will need to complete to make your expense claim.
The table below explains each field in turn.
||When you tap on the From Date field a Set date widget will appear for you to enter the date on which you incurred the expense being claimed. Where you have had overnight stay and you are claiming reimbursement of the hotel accommodation, you should enter the date that you checked in.
The date widget may be different depending on the type of device you are using.
|To Date||Once you have entered the From Date this field will be completed with the same date as most expenses tend to relate to the same day. Whereas if you have had to stay overnight at a hotel you should enter the date that you checked out. Just tap on the To Date field to display the date widget for you to select the appropriate date.|
||When you tap on the Select Assignment field a list of the assignments (jobs) that you have will be displayed. In the example below this person has two assignments.
Select the assignment that you are making the expense claim for.
After you have selected the assignment the app is able to determine the list of expense types that should be made available and the Select Expense Type field will appear.
|Select Expense Type*
||When you tap on the Select Expense Type field the list of expense type available to that assignment will be shown.
The labels that that appear in the list are likely to be different to the example above as this will be tailored to your organisations requirements. The items in the list will also be tailored to you and your circumstances on the claim date that you selected earlier. Tap on the type of expense that you wish to claim..
|Claim Amount*||Enter the amount that is to be reimbursed.
|Take Photo||The app enables you to take a photograph of the receipt that support your expense claim by tapping on the button similar to the one shown below.
This will open the camera on your device for you to take a photo of the receipt. Once you have taken the photo you will need to tap on the tick or OK button to return to the Other Expenses page, which will now show an image of receipt photographed and the Take Photo and Choose from Gallery buttons will be hidden.
Please note that the photos that you take using the app are only stored on your device temporarily, they will be removed as soon as the image has been uploaded to the EASY Expenses system.
|Choose from Gallery||Using thebutton you can select the image of a photograph that you took using the camera app on your device, rather than Take Photo option above. Tapping on the Choose from Gallery button will show you the photos in your device's photo gallery. When you select the image you will be returned to the Other Expenses page, which will now show an image of receipt photographed and the Take Photo and Choose from Gallery buttons will be hidden.|
|* indicates that this field must be completed.|
When you have completed the fields on the New Journey page, and added the image of the receipt, just tap the button to complete your expense claim. You will be returned to the EASY Companion page where you may see two additional buttons: Document Queued and Claim Queued. The image below shows that the document (image) has already been uploaded to the EASY Expenses system.
The app will only transfer documents to the EASY Expenses system when the app is connected to a WiFi, unless you switch on the Upload documents over mobile network option on the app Options page.
Once the document has been successfully uploaded, the claim will then be transferred to the EASY Expenses system and the following message will appear.