TES Online

TES Expense Claim – Paperless System

TES operates a paperless system of expense claims.

Claims can made from fixed or mobile devices.

After reading the guidance below - there are three claim forms that you may need to use:

• Mileage Claims – here.
• Receipted Expenses Claims – here.
• Allowance Claims - here.
• Temporary Commuting Fuel Support - here

GUIDANCE

Mileage Claim

• Mileage is to be claimed on a weekly basis.
• The “Date” field will only accept Sundays and this becomes the “week ended” date.
• All journeys claimed must relate to the week ended as described above.
• All journeys must be on one form as duplicate submissions form the same user will not be permitted.
• There are ten lines on the form for journey details. This means up to ten journeys can be claimed on one submission. If you require more than 10 lines for a week’s activity please see your Manager.
• Each line is a leg of a journey – this means a return journey will require two lines.
• If you undertake a return journey with one waypoint on the way – this will require three lines.
• Mileage is calculated automatically based upon postcodes processed via the Google Maps service.
• It essential that you use valid UK postcodes. The field will show valid options as you enter the postcode so you can verify its accuracy. Non valid postcodes will delay payment.
• If you are visiting a site where there is no postcode you may, by exception only, enter a GPS co-ordinate of the format xxxxxxxa; xxxxxxxb.
• The Job Number will be the same project code as used on timesheets and is of the format J######.
• Select the rate of claim. This will be 28 for car allowance users or 40 for non car allowance users.
• Each claim must be accompanied by a fuel receipt. Guidance is given on the face of the form.
• Read and tick the declaration.
• Click Submit.

Receipts Claim

• Receipted expenditure is to be claimed on a weekly basis. The “Date” field will only accept Sundays and this becomes the “week ended” date.
• All receipts claimed must relate to the week ended as described above.
• All receipts must be on one form as duplicate submissions form the same user will not be permitted.
• There are eight lines on the form. This means up to eight receipts can be claimed on one submission. If you require more than eight lines for a week’s activity please see your Manager.
• The Project Code will be the same project code as used on timesheets and is of the format J######.
• Each line requires a copy of the receipt. This is to be added as an image/pdf file. This can be scanned on TES copiers or photographed using smart phones.
• Read and tick the declaration.
• Click Submit.

Allowances Claim

• Due to the range and complexity of allowances - these are to be claimed on a daily basis.
• The “Date” field will accept any day.
• Then select the relevant allowance for that date by selecting YES on the relevant drop down box.
• Input any requested information and complete boxes with a red asterisk.
• The Project Code will be the same project code as used on timesheets and is of the format J######.
• Meal claims require a copy of the receipt. This is to be added as an image/pdf file. This can be scanned on TES copiers or photographed using smart phones.
• Read and tick the declaration.
• Click Submit.

Cut Off Dates

The cut off dates are: