This article is intended to quickly assist with the completion and submission of additional work related allowances that you may be entitled to claim, such as when you are on call.
Finding Allowance Claims
1. Select Allowance Claims in the Self Service menu
2. Select Assignment from the List
If you have more than one assignment, you will need to select the assignment you want from the drop-down list.
When the assignment appears in the field, the Employee Information section will appear. This shows the current details that the EASY system has about that assignment.
3. Click on the Add/Edit button to open the Allowance Claims page
Claiming Additional Allowances
Complete the fields in the Additional Allowances section to enter the details of the allowances you wish to claim.
4. Enter the Date
You can type in the date using a dot, dash, slash or space to separate the day, month and year, e.g. 1/9/19 for the 1st September 2019. You can also click on the icon to choose the date. The date will be displayed in the format "dd mmm yyyy", e.g. 01 Sep 2019.
5. Select Allowance Type
Click on the drop-down list to select the allowance you are claiming. The list will only show the allowances that you are allowed to claim. You should contact your local system support team where the allowance you want to claim isn't appearing in the list.
For some allowances you may need to provide the details of the ward/department for whom you did the work. Where this information is required, a (Spy Glass) icon and (Clear Field) icon will appear next to, or underneath the field).
6.1. Click the icon to open the search window
6.2. Enter name, or part of the name, of the Ward/Department and click onbutton
6.3. Click on link to select the Ward/Department
6.4. The Ward/Department selected will appear in the Ward/Department field
7. Enter the Shift Times
You can type in the time using a dot or colon to separate the hours and minutes, e.g. 9.15 or 9:15. Times can be entered in the 24 hour format or with am or pm, e.g. 21:15 or 9.15pm. You can also click on the icon to choose the time
The time you enter will be displayed in the 24 hour format when you move off the field.
For some allowances you may need to give a reason why you are claiming the allowance. Where a reason is required the top field will have a white background. Click on the drop-down list to choose the most appropriate reason for claiming the allowance.
Some allowances may require you to give additional information. When that is the case, the lower field will have a white background.
This field is expandable, as indicated by the hatches in the bottom right-hand corner, and it can accommodate a large amount of text.
9. Hours/Sessions Claimed
In the claimed field enter the number of hours or sessions that you worked. Underneath the field it will show if this allowance is hours or sessions based.
For some allowances you may be asked to enter the monetary amount that you are claiming.
Where the allowance is paid at fixed rate this will be shown in the field. For allowances that are linked to your salary this field will be blank.
In exceptional cases, the rate field may have a white background for you to enter the rate that has been agreed.
The Payable column will give an indication of the total amount payable where the rate is known multiplied by the number of hours/sessions.
At the far right there is a series of icons that perform certain actions when selected.
This opens the Additional Information box for you provide further details to support your claim.
When the Additional Information box is closed and it contains a comment the (User Comment) icon will be displayed.
|Add New Claim
When you click on this icon the system will create a new row for you add another allowance.
This will copy the current claim to a new row. You can then change the date or the number of hours/sessions.
Clears the content of the fields within this row.
13. Checking what has been entered
Your employer can have the system check what you have entered. So, on occasions you may see the (High Value) icon which indicates that you are claiming more than expected. You may also see the (Excessive Value) icon that indicates that what you have entered are considered too high.
Please note: That you won't be able to save the row where the (Excessive Value) icon is showing.
14. Save or Submit
The Save button should be selected where you want to save the allowances that you have entered, and where you may want to add more allowances at a later date. When you select the Save button your claims will be saved to the Unsubmitted Claims section on the Allowance Claims page.
Usually there will be an agreed date of the month when you should submit your allowance claims to your manager for approval. If you leave entering your allowances until the submission date, you can use the Submit button send them on to your manager. At that point, you may be asked to complete a declaration to verify that the allowances submitted are correct. The image below is an example of the declaration pane.
You will need to add a tick to the box indicated by the arrow. You may also be asked to provide three characters from your security word to act as your electronic signature. You will then need to click on the Submit button for your allowances to be sent to your manager.
Allowance Claims Page
When you have saved or submitted your additional allowances they will either appear in the Unsubmitted Claims or Submitted Claims sections on the Allowance Claims page. From this page you can also monitor your claims as they get approved or rejected.
15. Unsubmitted Claims
When we save our allowance claims they will be shown in the Unsubmitted Claims section. At the agreed date of the month when you should submit your allowance claims to your manager for approval, you can do it from this section as follows.
15.1. Select the Claims to be Submitted
To select all of the claims in the Unsubmitted Claims section, click on the tick box at the left-hand side of the headings.
15.2. Complete the Declaration
Your employer may require you to complete a declaration to confirm what you are claiming is correct. The image below is an example of the declaration pane.
You will need to add a tick to the box indicated by the arrow. You may also be asked to provide three characters from your security word to act as your electronic signature. You will then need to click on thebutton for the allowances claimed to be sent to your manager.
15.3. Submitted Claims
Your allowance claims will be moved into the Submitted Claims section.
15.4 Authorised Claims
When the allowance claims have been authorised by your manager they will appear in the Authorised Claims section.
In the various sections may contain some icons that you have not encountered previously. The table below explains these icons in more detail.
When you click on this icon it will show how the system has arrived at the value in the Payable column.
|Budget Codes Amended
When this icon appears next to a claim it indicates that it is being charged to a different budget. Clicking on this icon shows the budget code details.
This icon indicates that a claim of this type has already been claimed on this date.
When you click on this icon it will show the history of the actions performed on the claim, such as when it was submitted and authorised.