Hours Claims is accessed under the Management, Time and Attendance menu.
Note – Hours Claims can be organised in many different ways such as cost codes, paypoints, organisations etc. depending on your organisations preferences. Throughout the guide the reference will be to organisation but this may not be the way your timesheets are organised, however the guide is the same irrespective of the way Hours Claims are organised.
If you use self service, or you have already made entries for the current period then you will see these entries when you select Hours Claims. If nothing shows then there are no claims submitted that require authorisation. To access a claim previously submitted you click on the Organisation header which will display previously entered claims and what the current status is for those claims. You can click on the employee name to view current or enter new claims.
To make new entries you can select the employee by clicking on the button.
On the main screen you will see several sections explained below.
Employee Information – This is the data held on the Employee Staff Record System including your name and National Insurance number, Assignment Number, Payscale & ESR Position, Contracted weekly Hours, and the Service dates.
Unsubmitted Claims – This section details any claim entered and saved but not yet submitted for payment. This is also where you make new entries (See Below).
Submitted Claims – This section details any claim submitted to the appropriate manager for authorisation.
Authorised Claims – This section details any claims Authorised for the current period but not yet passed for payment. Claims remain here until such time as they are processed for payment on the payroll at which time they move to the Recently Processed Claim section.
Rejected Claims – This section details any claim entered and submitted for authorisation but rejected by the appropriate manager. See Below for further details
Recently Processed Claims – This section will display the last 5 items processed, however you can also view all previously processed claims by selecting the date range to include claims you wish to view.
Hours Claims – Making a Claim
To make a new claim you select the on the Unsubmitted Claims section. You will then have the claim entry screen presented.
To make a claim you will need to enter the required fields. The entries required may be different at each organisation but the following explains the main fields which are :
Date – The date the claim refers to which can be entered in the normal date formats or by using the date picker icon.
Ward / Department – This field may be greyed out, however if after entering the date the field has the icon then you should click on the magnifying glass and select the correct Ward / Department where the hours were worked.
Shift Times Start / End – If the claim item requires times to be entered then the Icon will show next to the Start / End times for you to make entries. Either enter the times or select from the clock icon and pick the time. Note that times are entered using the 24 hour clock so 5pm is entered as 17.00.
Meal Breaks – Enter time taken on any breaks such as meal breaks. This is entered as a total number of hours. Enter the hours in decimal so 1 and a half hours is entered as either “1.5” or “1h30”. If you enter 1h30 it will convert this to decimal for you. This time is deducted from the overall time previously entered.
Reason – If this field is grey then no entry is required but if this field is white then you need to select the reason from the drop down list. You may also need to enter detail in the field below if that is not grey.
Cont. (Contracted) – In this field you enter the number of contracted hours you were meant to work.
Add Basic. (Additional Basic Hours) – Enter the number of additional part time hours worked up to full time. You should only claim overtime for hours in excess of full time hours.
Enhancements – Fields that are available to complete will be white. For example if you entered a date that is a Saturday then Saturday enhancements will show but not Sunday or Bank Holiday. Enter the unsocial hours due in the appropriate field. This is only for Additional Basic hours and not overtime hours (those in excess of full time).
Overtime – (Where Shown) Fields that are available to complete will be white. For example if you entered a date that is a Saturday then Saturday Overtime will show but not Saturday or Bank Holiday Overtime. Enter the overtime hours due in the appropriate field. This is only for overtime hours worked in excess of the full time hours for the payscale.
Note – Validation will not allow you to make entries in Enhancements and Overtime fields that exceed the total number of hours entered in the worked field. It is not possible to claim two different types of payment for the same hours.
Additional Information / Add Comment – The icon can be selected to add additional information if required relating to the hours claim. Any comment added will be saved with the hours claim and if entered the icon will change to to indicate that the additional information has been added.
When you have made all entries click on the icon. This will save all items entered and provide and error messages if the data is not correctly entered. This will not however submit the claim for authorisation. To do this you need to select the Icon.
Remember to submit the items for authorisation at the agreed intervals to ensure payment on time.
Hours Claims – Rejected Claim
If the claim item is rejected you will receive an e-mail advising you that the item has been rejected. You will have a limited time to deal with any rejection. The timescale normally depends on the length of time your organisation will allow for late claims to be made.
When you get a rejection e-mail log into you account to the Allowance claim main screen and under Rejected Claims you will see the claim item. It will have an explanation of why it has been rejected. To see the reason click on the at the far right of the item.
The choices you have are to the claim which will delete it from the database, or you can the claim which will move it to the unsubmitted claims section for later editing, or finally you can select which moves the item to the unsubmitted claims section and then opens the editing screen so you can make changes to the claim item.
Remember to select the item you wish to deal with and not to leave rejected items too long before you deal with them through one of the three options.
Hours Claims – Authorisation
If you have authority to authorise claims then you will either see any claims submitted by those employees who’s assignments you are responsible for and have Self Service access or after you or another data entry user have made entries you will be able to authorise rather than save the claim.
If you did not make the claim you need to check the details before approving the claim but once checked you will be able to either Authorise or reject the claim.
When checking an hours claim there are a number of fields on the right hand side of the claim provided for you in checking the validity of the claim. If they apply they will appear against the line of the claim.
If any of the validity checks apply they will appear against the line of the claim. To see details you can either click the icon or hover your mouse over the icon and more detail will be displayed.
In this case the was clicked on. To close the box just use the “x” in the right hand corner of the box.
The Following describes these icons
Additional Information – This will indicate if there has been any additional information entered whilst completing the hours claim.
Budget Code – This will indicate if there have been any changes to the budget code entered.
Ward / Department – This would indicate if an entry has been made to the Ward / Department that the hours claimed were worked.
High Value – This is a warning that the value is deemed to be higher than normal but not high enough to have caused a rejection. Anything indicating this should normally be supported by additional information giving a reason for the higher than normal value.
Duplicate – This would indicate that there has been another claim for a similar hours on the same day already claimed or paid. This does not however mean that it is invalid as it may be possible to claim multiple values for the same day. Remember to check the recently processed claims and all processed claims.
Absence Overlap – This would indicate that the employee also has an absence entered for this day. It would be unusual for an absence and hours claim to be both valid so it is essential you check the absence entry.
Timesheet Overlap – This would indicate that there is a timesheet entered for this employee for the period of the claimed hours. This may indicate a duplicate entry, however it may be that this is being used to alter a previously entered claim or part of a missing claim (such as unsocial hours missed). The timesheet should be checked before authorisation.
Status Details – This will list the Status of the claim, including who submitted it and when.
Once you are happy the claim is due you can select the claim using the box at the left hand side (or select multiple claims using the left hand box on the top of the section) and click the button.
You will be required to enter characters from your security word to authorise the payment.
Once authorised the claim will be ready for processing the next time a processing offload is performed according to your organisations deadline. If you discover an error before the item has been processed then you can still us the button to return the claim to the submitted stage and then select the button to return the claim to data entry stage for changes, or the option to delete it.
Once a claim is showing as processed it cannot be changed as it will have been actioned on the payroll. If you need to make alterations contact your Systems Administrator for guidance on how to proceed.
To reject a claim item select the item using the box on the left hand side and click the button. This action will open the rejection reason box in which you need to supply a reason why you are rejecting the item and what the employee needs to do if they are to be able to alter the claim. It may be you require more information so you would advise them to complete the additional information box and resubmit the claim for authorisation.
Once you have entered the text for the rejection reason, click the button and the claim will move to rejected claims section and the employee will be advised of the rejection.