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Travel expenses within the Netherlands

University of Twente



User manual


Travel expenses

within the

Netherlands




1Introduction

1.1Purpose of this manual

The purpose of this manual is to offer support to users when filling out a statement of travel expenses within the Netherlands in Web-RRVD. In addition an explanation is given on the procedure followed after the statement has been filled in and sent. This will be done using communication with the user as examples. This manual is also used as reference work.

1.2Purposes of the system

With Web-RRVD the following is aimed for:

1. a user-friendly way of filling out the statement of expenses;

2. a swift pay-out of the statement;

3. easy access to the status of the statement.

1.3Questions/problems

Problems with Web-RRVD can also be reported to the helpdesk of ICTS, tel. 5577 or via e-mail to icts.servicedesk@utwente.nl. For questions about the availability of Web-RRVD or for questions about the way of working you can also contact Compas, tel. 2194 or 2313.

1.4Wishes and changes

Wishes, changes, etc. can be submitted by e-mail to Compas, compas@icts.utwente.nl. The wishes submitted will be discussed periodically. From time to time new versions of Web-RRVD will be published.

1.5Notation

In this manual the following notation is used:

•Buttons are indicated by [button]. A button can activated by clicking on it with a mouse.

•Fields are indicated by fields. This is where you can fill in data.

•Windows are indicated by windows.


The examples used in this manual are fictitious.

2General

2.1Starting the application


To start the application:

•go with your browser to the UT homepage: ‘http://www.utwente.nl/’;

•click on ‘MyCampus Webapplications’ by ‘Quicklinks’;

•click on ‘Travel Expenses within the Netherlands’.


2.2Login with ICT account


Logging on works exactly the same as for the ‘Optional Model Employment Conditions’ or ‘Time Accounting System’: with your ICT account (m-number and a password). The m-number is on your employee-card. The password has been supplied to you in the past by the ICTS.


The exact procedure is as follows:


If you are not logon yet in MyCampus after clicking on ‘Travel Expenses in the Netherlands’ the window ‘Login with ICT account’ appears:


Illustration 1: window ‘Login with ICT account’


•at ‘User name’ you fill in a part of the m-number. By part is meant that you fill in ‘m’ before the number and leave off the last digit of the number;

•at ‘Password’ you fill in your password.


If there are problems when logging on or if you do not know your password (anymore) you can go to the ICTS Servicedesk. To obtain a new password you need to be able to show your employee-card or other proof of identification (passport, driver’s license).

3Windows

3.1General details

After you have logged on you will see the window with general details. An illustration of this window can be found below:


Illustration 2: window ‘General details’

3.1.1Fields

On the basis of your log-on details Name, Address, Postal Code, Town, E-mail Address, Bank Account and Date submission are filled in automatically.


At Cost type: ‘3210 travel expenses made within the Netherlands’ will be filled in automatically. If you are part of the AIO-policy plan you should click on the option ‘1554 AIO- policy plan within the Netherlands’.


At OFI-project number the latest number you used when filling in a travel expenses claim for the Netherlands will be filled in automatically (by the first declaration the field is empty). If the claim has to be charged to another project you can adjust the OFI-project number here.


Change declarer is only displayed to employees who are authorized to fill in declarations for others. If another employee is selected the data of this employee will be used for the declaration.

3.1.2Buttons

[Reset]

The data that was in the window originally will be filled in again automatically.

[Another person]

After a declarer is selected by Change declarer the selection can be activated with the button [Another person].

[Continue]

To the next window: Travel costs.

3.2Travel costs

In this window the travel costs can be filled in.


Illustration 3: window ‘Travel costs’

3.2.1Fields

At Place of departure the town traveled from should be filled in. At Destination the town travelled to should be filled in. At Explanation a general explanation of the destination can be given, for example the name of a course. The travel dates and times have to filled in according to the format indicated on the screen. Please fill in one trip per claim. When you have made more trips you have to fill in more claims.


Travel costs made by public transport can be filled in at the categories: Bus, Train, and Train taxi. If you have travelled by another form of public transport you can fill this in at Public Transport. If you travelled by car you can declare the number of kilometres. The reimbursement per kilometre is given and the costs will be calculated for you automatically.


If you fill in an amount exceeding the norm you will get a notification on screen. You will be requested to send documentation. The procedure for sending documentation is explained in chapter 4.


A specific explanation of travel costs can be filled in at Explanation travel costs..

3.2.2Buttons

[Reset]

The data that was in the window originally will be filled in again automatically

[Calculate]

The travel costs filled in up to now will be added up and displayed at Travel expenses in full

[Next]

To the next window: Accommodation expenses

Note: if no accommodation expenses have been incurred, this window can be skipped using the menu on the left side of the screen. This is done by clicking on Summary. From that window the final expenses claim can be sent.

3.2.3Same date submission

If a declaration has been filled in before, the system gives a warning that you fill in a declaration at the same date of submission. If it is not the same declaration you can go on with filling in the declaration. An illustration of the ‘Warning’ window can be found below:


Illustration 4: window ‘Warning’


3.2.4Buttons

[Yes]

If you want to fill in another declaration at the same date.

[No]

If you have filled in the same declaration before.


3.2.5Explanation car expenses

If you have filled in a number by Number of kilometers, the window Explanation car expenses appears (after clicking on [next]). You can choose ‘Public transport is not possible or not efficient’ or ‘Carpooling’.


Illustration 5: window ‘Explanation car expenses’


3.2.6Buttons

[Reset]

The data that was in the window originally will be filled in again automatically

[Calculate again]

The car expenses concluded up to now will be added up and displayed automatically at ‘Total amount of allowance according to choice above’

[Next]

Back to the window: Travel expenses.



3.3Accommodation costs

In this window the accommodation costs can be filled in.


Illustration 6: window ‘Accommodation costs’

3.3.1Fields

The accommodation costs incurred can be filled in in the following categories: Breakfasts, Lunches, Dinners, Accommodation, Bed & Breakfast, and Half Board. You should also indicate the number of times you have incurred the costs for a certain category.


In addition, you can declare costs in the categories Small expenses during the day, Small expenses during the evening.


Finally there is a category Miscellaneous expenses. In this category you can fill in declarable costs incurred during your trip that cannot be filled in in the categories mentioned until now. These include costs incurred on behalf of others. For example the lunch of your guest(s) paid by you. A short explanation can be given in Explanation of miscellaneous expenses.


As in travel costs you will also see a notification on screen if you fill in an amount exceeding the norm. You will be requested to send documentation. The procedure for sending documentation is explained in chapter 4.

3.3.2Buttons

[Reset]

The data that was in the window originally will be filled in again automatically

[Calculate]

The accommodation costs filled in up to now will be added up and displayed at Accommodation expenses in full

[Continue]

To the next window: Summary

3.4Summary

In this window the expenses claimed are summarised:


Illustration 7: window ‘Summary’


You can check the data again. If correct, the expenses claim can be sent by clicking on [Send finally].


After this a window appears where you can choose if you want to fill in another declaration or if you want to stop:


Illustration 8: window ‘Next/stop’


4E-mails

4.1Confirmation expenses claim

After you have sent off the final expenses claim you will receive an e-mail with the text:


----------------------------------------------------------------------

Dear employee,


Thank you for your expenses claim. When approved the claim will be paid out within 2 weeks. The decision on the claim will be sent to you by e-mail.


If you have questions about how your claim is being processed, you can contact the department Financial affairs of your faculty or service department.


You can find a summary of your claim below. This is meant for your own administration.


Name

: A W C JANSEN

Address

: KOPENHAGENSTRAAT 82

Postal Code

: 7559 WB HENGELO

Bank Account

: 419566902

Employee number

: M76486257

OFI-project number

: 30000000



Statement nr

: 110000772

Date submission

: 21-01-2005

Cost Type

: 3210

Place of departure

: Hengelo

Destination

: Utrecht

Explanation

: Conference jaarbeurs

Date outward journey

: 10-10-2005 Departure time: 6 o’clock

Date homeward journey

: 14-10-2005 Return time: 19 o’clock



Travel expenses


Bus

:

Train

:

(Train)taxi

:

Public transport

:

Car

: 39.60 (220 km; per km 0.18)

Co-traveller

: W.B.D. Zijlstra

: K.S. de Jong

: P.B. van Zwol

Explanation travel expenses

:



Accommodation expenses


Breakfasts

:

Lunches

: ( count = 2) 15.00

Dinners

:

Logies

:

Bed & Breakfast

:

Half Board

:

Small exp during the day

:

Small exp dur the evening

:

Miscellaneous expenses

: 25.00

Expanation misc expenses

: Congres expenses



Travel expenses in full

: 39.60

Accomm expenses in full

: 40.00

Sum total expenses

: 79.60

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This e-mail has been generated automatically. Please do not reply to this message. Any replies will be sent to an unattended mailbox and will not be answered.

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Illustration 9: e-mail confirmation expenses claim

4.2Expenses claim above the norm

If you have claimed above the norm you will, in addition to the confirmation e-mail, receive an e-mail with the text:


----------------------------------------------------------------------

Dear employee,


Please send this form together with source documentation belonging to the expenses claim to the Accounting House.


Date:

21-01-2005

Name:

A W C JANSEN

Employee number:

M7648625

E-mail address:

a.w.c.jansen@utwente.nl



Statement nr:

110000772









Date:




Signature:


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This e-mail has been generated automatically. Please do not reply to this message. Any replies will be sent to an unattended mailbox and will not be answered.

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Ilustration 10: e-mail expenses claim above the norm


4.3Expenses claim approved


If your expenses claim has been approved you will receive the following e-mail message.


----------------------------------------------------------------------

Dear employee,


Your travel expenses claim has been approved. Payment to your account will occur within two weeks.


If you have questions about how your claim is being processed, you can contact the department Financial affairs of your faculty or service department.

Details statement of travel expenses:


Name

: A W C JANSEN

Employee number

: M76486257

OFI-project number

: 30000000



Statement number

: 110000772

Date submission

: 21/01/2005

Place of departure

: HENGELO

Destination

: UTRECHT

Explanation

: Conference jaarbeurs

Date outward journey

: 10/10/2004 Departure time: 06:00

Date homeward journey

: 14/10/2004 Return time : 19:00



Travel expenses


Car

: 39.60 (220 km * 0.18p/km)

Co-travaller

: W.B.D. Zijlstra

: K.S. de Jong

: P.B. van Zwol



Accommodation espenses


Lunches

: 15.00

Miscellaneous expenses

: 25.00



Travel expenses in full

: 39.60

Accomm espenses in full

: 40.00

Sum total expenses

: 79.60

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This e-mail has been generated automatically. Please do not reply to this message. Any replies will be sent to an unattended mailbox and will not be answered.

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Illustration 11: e-mail expenses claim approved


4.4Expenses claim rejected

If your expenses claim has been rejected you will receive the following e-mail message.


--------------------------------------------------------------------

Dear employee,


Your travel expenses claim has been rejected for the following reason:


<reason>


If you have any questions about the procedure concerning your expenses claim, you can contact the person in your group authorised to sign*.

Details statement of travel expenses:


Name

: A W C JANSEN

Employee number

: M76486257

OFI-project number

: 30000000



Statement number

: 110000772

Date submission

: 21/01/2005

Place of departure

: HENGELO

Destination

: UTRECHT

Explanation

: Conference jaarbeurs

Date outward journey

: 10/10/2004 Departure time: 06:00

Date homeward journey

: 14/10/2004 Return time : 19:00



Travel expenses


Car

: 39.60 (220 km * 0.28p/km)



Accommodation espenses


Lunches

: 15.00

Miscellaneous expenses

: 25.00



Travel expenses in full

: 39.60

Accomm espenses in full

: 40.00

Sum total expenses

: 79.60

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This e-mail has been generated automatically. Please do not reply to this message. Any replies will be sent to an unattended mailbox and will not be answered.

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Illustration 12: e-mail expenses claim rejected


*If the expenses claim was not rejected by the person in your group authorised to sign, but by the department Financial affairs the latter will be the one referred to as point of contact.