MyView Expenses is only available for current substantive employees.

Access settings are updated regularly, so it is worth waiting a few days before checking to see if Expenses has become visible.

If you are not sure whether you should have access to Expenses, or you believe that you should have access and Expenses hasn't become visible after a few days, please contact MyView at myview@manchester.ac.uk with your Full Name and Employee ID Number.

Please note that you may temporarily lose access when moving between roles.

You need to submit a Delegation Request - this should be done using the form available in MyView (under the 'Expenses' section of the menu).

Once the delegation rule is in place, the named person (the 'Delegate') will be able to:

• Submit claims on your behalf
• Track the progress of your claims (both ones they submitted for you and any you submitted yourself)
• View any previously submitted claims (ones they submitted on your behalf, ones you submitted, and any submitted on your behalf by other/previous Delegates)

Please note that you cannot submit a Delegation Request on behalf of someone else. The request must be submitted by the person who wants to delegate their expenses.

As per University policy, all business-related travel should be booked through Key Travel.

If Key Travel or the School Purchasing Card were not available or able to assist, then you can use MyView Expenses as a last resort.

If you need to use MyView Expenses to claim a travel-related expense, it is worth speaking to your Line Manager and the Oracle/Cost Centre Approver prior to submitting the claim to avoid any disagreements when it comes approval.

The action you need to take depends on why the claim has been rejected:

• If your claim is automatically rejected as soon as you submit, it likely means your Line Manager details are incorrect or missing from the system. In this case, you should ask your Line Manager to contact MyView about updating the system - once the update has been processed, you can re-open and resubmit your claim.
  
  
• If your claim is not automatically rejected but you later get a rejection notification that mentions 'timeout' you should contact MyView for advice - a 'timeout rejection' can happen for a couple of reasons, so we'll need to look at the specific details.
  
  
• If you get any other rejection notification, you should check the 'Rejection Notes' box in your claim form for the details (scroll down to the end of the form to see the notes). If there are no notes in the box, you will need to contact the approver who rejected the claim to find out why.

Please note that MyView is not part of the approval process, so cannot authorise or reject claims.

If you need to resubmit your claim after a rejection, you can do so by clicking the 're-open' button in the claim form - make any necessary changes before re-submitting.

Please be aware that when a claim form is rejected and re-submitted, the approval journey will start over from the beginning.

Yes - claims can be withdrawn at any stage prior to payment, either by the Claimant or their Delegate.

A claim cannot be withdrawn once it has been paid. If you have been paid for an expense claim but shouldn't have been, you should contact Payroll on payroll@manchester.ac.uk for advice.

Please be aware that when a claim form is withdrawn to be re-submitted, the approval journey will start over from the beginning.

Guidance on how to withdraw a claim is available in the 'Creating, Editing, Submitting, Tracking, Withdrawing, and Viewing a Claim FAQs' section below.

Payment for fully approved claims is guaranteed.

If you are uncertain whether you can claim for something, please check with your Line Manager or Oracle/Cost Centre Approver before you incur the expenditure.

To create a new claim:

• Log in to MyView via the link on StaffNet (available here)
• Open 'Expenses' in the menu (you might need to expand the menu panel if you're using a device with a small screen, or your browser is not maximised)
• Click on 'Submit a New Claim'
• Complete the form with the relevant information

Once the claim form is complete, click on 'Submit Change' to submit the claim.

Please note:

• Fully approved and paid claims cannot be edited
• Any claims that are withdrawn, edited, and resubmitted will start the approval journey from the beginning
• Some claim details cannot be edited:
  • Claim Description and Claim Date
    If you need to edit either of these, you will need to delete the claim form and start a new one
    
    
  • Claim Line Item Category (Group) and Sub-Category (Type)
    If you need to edit either of these, you will need to delete the claim line item and add a new one

To track the progress of a claim or to view the claim details:

• Log in to MyView via the link on StaffNet (available here)
• Open 'Expenses' in the menu (you might need to expand the menu panel if you're using a device with a small screen, or if your browser is not maximised)
• Click on 'Claim History'
• Open the claim you want to track/view

Tracking the progress of a claim
You can use the tracker bar to see how far a claim has progressed. The bar is either at the top of the claim form, or at the top of each claim line item if they are at different stages (this can happen if you are using multiple Cost Centres, or you have some line items that require additional approval).

You can click on the tracker bar bubbles/circles to see more details about an approval stage. You'll get a pop-up window with the approver details and information about when they authorised/rejected the claim (if they have already done so).

To view the claim details
The full Claim Description is visible in the form details section - this is accessed using the 'Form Info' button at the top of the form.

The claim line details can be viewed by expanding each line (using the downwards arrow).

Attachments at the claim line level can be viewed by expanding the claim line. Attachments at the form level are listed at the bottom of the form.

Please note that claims cannot be withdrawn once they have been paid (if you have been paid for an expense claim but shouldn't have been, you should contact Payroll on payroll@manchester.ac.uk for advice).

To withdraw a claim:

• Log in to MyView via the link on StaffNet (available here)
• Open 'Expenses' in the menu (you might need to expand the menu panel if you're using a device with a small screen, or if your browser is not maximised)
• Click on 'Claim History'
• Open the claim you want to withdraw
• Click the 'Withdraw' button

Please be aware that when a claim form is withdrawn to be resubmitted, the approval journey will start over from the beginning.

The person who wants you to complete these tasks on their behalf must have submitted a Delegation Request - this should be done using the form available in MyView (under the 'Expenses' section of the menu).

Please note that you cannot submit the Delegation Request yourself - the request must be submitted by the person who wants to delegate their expenses.

To create, edit, submit, track, withdraw, or view a claim as a Delegate:

• Go to the 'Responsibilities' section of the menu in MyView
• View any delegations to you at the bottom of the screen under 'Responsibilities'
• Click on the appropriate 'Expenses Claims' module link to open it
• Choose either the option to create/submit a new claim or to view the form/claim history (to edit a previously created claim, to track the progress of a claim, or to withdraw/view any previously submitted claims)

After this, the process is the same as if you were working on one of your own claims.

This section is for you to provide additional details relating to the expense incurred, which the approver may need to authorise the claim.

Yes, you can submit a claim without a receipt by selecting the appropriate 'taxable' category and sub-category (e.g. Travel No Receipt Taxable, then Train UK - No Receipt).

Please note the following:

• If a 'taxable' option is selected, the value/amount will be taxed before any necessary payments are made. This is in line with HMRC guidance.
• If a 'non-taxable' option is selected but no receipt is attached to the claim line, your claim may be rejected.

All receipts must be attached to the relevant expense claim line item.

Any email approval from the Senior Leadership Team (SLT), Head of School, or other local approval needs to be attached at the overall claim form level and not at the expense claim line item level.

Please retain your original/hard copy receipts until your claim is fully authorised and has been paid.

If you are claiming against any research grant codes, please check with your local Research Finance team as you may need to retain the hard copies for a longer period.

Many file types can be uploaded - the most common types are .msg, .pdf, and .jpeg.

Please make sure that any scans/photos of receipts are clear and readable.

Please note that receipts/proof of approval documents cannot be sent separately - they must be attached to your claim.

Check with your Line Manager/Principle Investigator (in the first instance), School Accountant, or School Research Finance Officer.

MyView cannot confirm which cost centre to claim against.

Please check with your Line Manager/Principle Investigator (in the first instance) or School Research Finance Officer.

MyView cannot confirm which task code to claim against.

The steps you need to take depends on the error message:

• 'Code should be at least 13 char'
  This error means that something is wrong about the details you have entered. For example, you may have entered an R code/P code but not added the Task Code, or you may have mistyped the Cost Centre.
  
  If you are getting this error, you should check that the details have been entered correctly before trying again. If you believe that the details are correct but are still seeing the error, you should take a screenshot of the Cost Centre section showing the details you have entered and send it to MyView and Finance Helpdesk for advice (myview@manchester.ac.uk and finance.helpdesk@manchester.ac.uk).
  
  
• 'No results found'
  This error either means that the Cost Centre you have entered does not exist. Check that the details have been entered correctly before trying again.
  
  If you keep seeing this error and are sure the details you have entered are correct, you should get in touch with your local Finance Team or the Finance Helpdesk (finance.helpdesk@manchester.ac.uk) for advice.
  
  
• 'Project is closed'
  This error means that the R code or P code you have entered is no longer open, so cannot be claimed against.
  
  If you believe that the R code/P code should be available, you will need to contact your local Finance Team or the Finance Helpdesk (finance.helpdesk@manchester.ac.uk) for advice.
  
  
• 'Task does not exist for this project'
  This error means that the Task Code you have entered does not exist against the R code/P code you have entered, so cannot be claimed against.
  
  If you believe that the Task Code should be available, you will need to contact your local Finance Team or the Finance Helpdesk (finance.helpdesk@manchester.ac.uk) for advice.

If you have any errors that are not included here, please contact MyView (myview@manchester.ac.uk) for advice.

You will need to submit this as multiple claim lines.

Each line should have a different Cost Centre code with the relevant expense amount.

For example, a claim with one item worth £100 and split 40/60 between two Cost Centres should have two claim lines - one for £40 and one for £60.

No! Claims can be of any value.

Please note, however, that claims for certain items or claims over a certain value will have an additional level of approval (they are sent to the Treasury for additional checks prior to reaching Payroll).

The University's Financial Procedures require that claims are approved by someone with a higher grade or professional standing than the Claimant - the role of Line Manager fits perfectly into this as they have direct responsibility for the Claimant.

Once a Line Manager has approved a claim, it will be sent to the Oracle/Cost Centre Approver. If the Line Manager and Oracle/Cost Centre Approver are the same person, the claim will only need to be approved once - details about this are available below.

The Oracle/Cost Centre Approver already has the responsibility for the majority of procurement and travel expenditure, so this role is the most appropriate to authorise expense claims.

Details about the roles and responsibilities of approvers are available here.

Please note that if you are both the Line Manager and Oracle/Cost Centre Approver, you will need to consider the responsibilities for both roles at the same time when approving a claim.

No, you will not be able to amend any details populated by the Claimant.

If any details are incorrect, you should reject the claim and include the reasons why in the 'Rejection Notes' box (e.g. wrong code, missing attachments etc.).

Click on 'My Authorisation' on the left-hand side panel of MyView.

You should then select the description of the relevant expense claim to view it.

Attachments can be viewed in one of two places:

• At the line item level by expanding the claim line (click on the downward arrow against the claim line)
• At the end of the form (for overall claim attachments)

SLT email approval, where required, should be included as an overall claim attachment.

More details, including screenshots, are available in the Step-by-Step Instructions for Approvers document.

The responsibilities of your role as an approver include reviewing any attachments or receipts to check their validity.

You should not authorise a request if you are not able to view the attachments/receipts.

If you will be away from the University, please ensure that you set up your 'vacation rule' in Oracle Financials - the delegated Oracle/Cost Centre Approver will then be able to act on your behalf in your absence.

Yes, you can make a claim against a Cost Centre for which you are the Oracle/Cost Centre Approver.

There are three stages in the approval process, and the Oracle/Cost Centre Approver is only the second stage. The claim will go to your Line Manager for independent verification first.

Once your Line Manager has verified the claim, it will come to you as the Oracle/Cost Centre Approver. You will then need to verify your expense claim details in line with the responsibilities for the role of Oracle/Cost Centre Approver.

If you are the Line Manager and also the Oracle/Cost Centre Approver, you must take into account the responsibilities for both roles when reviewing and authorising the claim details.

Once you have authorised the claim in your role as Line Manager, the system will self-authorise for you at the Oracle/Cost Centre Approver stage.

When you have logged into MyView, make sure you are viewing the Dashboard - if you are not sure whether you are on the Dashboard view or not, click on 'Dashboard' in the menu panel on the left-hand side (you may need to expand this panel if viewing on a device with a small screen).

Next, click on the 'Edit dashboard' button near the top on the right-hand side of the screen - this will open a panel to show the widgets you have available to add to your Dashboard.

You should see an option to add the Authorisation widget. If you can't see this option, please send a screenshot of your MyView dashboard with the 'edit' panel open to myview@manchester.ac.uk, explaining the steps you have taken.