Introduction

Below you will find the answers to frequently asked questions, this may be a link to an article that we have prepared on the subject.

If you cannot find an answer to your particular query, or you encounter an unexpected problem, you should contact your local EASY system support team who will be able to assist you.  Click on the link How do I contact my local EASY System Administrator to view the article that will help you find the contact details for you local EASY system support team.

User Account Questions

Q.    How to register with the system for the first time

A.    Click here, or the link above, to view the article. 

Q.    I have forgotten my password

A.    Click here, or the link above, to view the article.

Q.    I have forgotten my security word

A.    Click here, or the link above, to view the article. 

Q.    My user accounts is locked, what should I do?

A.    This happens if you have made over three attempts and put in an incorrect password.   You will need to click on Forgotten your login? Click here link to reset your password.

Expenses

Q.    My work and/or home address is incorrect on the new e-Expenses system, how do I amend this?

A.    We aren’t able to correct this for you on the expenses side as this must be correct in ESR. If you have access to ESR Employee Self Service you can correct your address on there this information will then transfer across to the expenses system automatically. If you don't have Employee Self Service your manager, HR or Workforce Information can update this for you.

Q.    I have no manager or my manager is incorrect on the system, how do I set this up?

A.    You will need to ask your authorising manager to contact the local EASY system support team to update your record.  Your manager can click on the link How do I contact my local EASY System Administrator to view the article that will help them find the contact details for your local EASY system support team.

Q.    How do I add my car or vehicle details to the system?

A.    Where you own the vehicle click on the link Vehicle - Add to view the article that explains how to add your vehicle to the system.

If you have a salary sacrifice or lease car, you will need to contact your local EASY system support team to arrange for the vehicle to be added.

Q.    My car details are incorrect, how do I get them amended?

A.    You will need to log into your EASY user account and from the left side select Self-Service > Vehicles, and then click on the green ‘Add’ button. Enter your car details in the mandatory fields. You will also need to attach all of your Duty of Care Documents for this car. Further step by step instructions can be found on the trusts intranet page to guide you. This will generate an automatic e-mail to the expenses team, who will approve the vehicle and attach the appropriate mileage rate to your record.

Q.    I am entitled to excess mileage, how do I get this set this up?

A.    You will need to ask your manager to notify the local EASY system support team of when you moved to your new base, and to confirm if this is permanent or temporary change of base.  Your manager can click on the link How do I contact my local EASY System Administrator to view the article that will help them find the contact details for your local EASY system support team.

Q.    I have submitted my claim and it has gone to the wrong person for approval, how do I amend this?

A.    Firstly, you should unsubmit your claims as they will remain with the incorrect person for approval until this has been corrected.  You will then need to ask your line manager to contact your local EASY system support team to confirm that they are the correct person to approve your claim.  The EASY system support team will notify your manager when the change has been made, and the you claim can now be submit the affected claims.

Q.    How does the system calculate my journey mileage?

A.    The EASY system will have been configured to obtain the route distance from Here Maps for the shortest or fastest route in accordance with your organisation's expenses policy.  When entering a mileage claim you can see the route that was used by Here Maps to give mileage shown in the recommended route mileage field by clicking on the icon.

When you click on  the icon you will see an image similar to the one below.  You can zoom into the image to see more detail.

Q.    How do I claim the additional mileage travelled when journey route involved a detour?

A.    Where you have encountered a detour on your journey, your organisation may allow you to enter the total number of miles travelled in the Claimed Mileage field.  Some organisations have a separate Detour Business Mileage option to enable you to claim the additional mileage incurred.

You may find that the value entered in the claim mileage field may result in an amber warning icon being displayed. This indicates that you are claim more miles than expected. When the red error icon  is displayed, this indicates that your organisation considers the value entered exceeds the upper limit of what they will accept.

You can add a note on your claim by clicking on the speech bubble icon which will open an Additional Information box for you to enter your explanation. The Additional Information box may open automatically when the amber warning icon is appears. When that is the case, you must give an explanation why you have claimed the higher mileage.

Q.    What should I do with my receipts?

A.    Where you are required to provide receipts for certain types of expense claim, you would usually be expected to upload a copy of your receipt, which can be an photograph or document, to the EASY Expenses system.  When entering your expense claim the some icons will appear at the side, or underneath, the receipt field.

You will need to click on the new document  icon to open the Choose File window.

Click on the Choose File button to find and select the file or document containing the receipt. After you have found and selected the file, click on the Submit button to upload your receipt to the system.  The system will give your receipt a reference number which will be displayed in the receipt details field on the expenses input screen.

Q.    When do I submit my expense claims for approval?

A.    Your organisation will publish the cut off dates for the approval of your expense claims, and you may find these on your organisation's intranet.  The cut off dates may also appear as a notification on the home page of the EASY system.  Usually the cut off date is around the beginning of the month.

Q.    I am responsible for authorising my team's expense claims, can another manager sign off my team's expense claims in my absence?

A.    This will be down to your organisation's policies and procedures, and how the EASY system has been setup.  If you have been setup to delegate the authorisation of your team's expense claims, the article How to Delegate my Access will help you.  You may need to contact your local EASY system support team to give you access to the delegated access facility, or explain the procedure for your organisation.