e-Expenses

From 1st August 2022, Lead Employer will be moving to a new e-Expenses platform with regards to claims for Business Travel expenses.

The roll-out of the new EASY Expenses System will replace the current Allocate e-Expenses system and is expected to go live from 1st August 2022.

The new system is web-based and brings with it the following benefits for a better user experience:
 

•   EASY to use and accessible across a range of devices
•   A mobile app that enables you to enter claim details and events take a photo of receipts and upload them directly to your claim
•   Where appropriate, the ability to enter the postcodes of places visited with the system utilising up-to-date navigation software to calculate mileage due
•   Set your own favourite places that you go to regularly to save time when making a claim
•   Journeys can be extended and return trips added without fresh input
•   Self-Service - allowing you to create your own user account and manage any password resets without having to call the Expenses Helpdesk for support

As the system is self-service, colleagues will be expected to self-register for access to your account. Details of your posting, vehicle details and duty of care records will be transferred from Allocate e-Expenses into Easy e-Expenses. A link will be sent out via email nearer to the go live date with more information on this. 

Please note: Approving managers will not need to self-register, as an email will be sent out with login details to access the system.

e-Expenses FAQs

• When is the final date that I can input my claims on the current Allocate system?

  The final date is 1st August.  This is to ensure that claims can be manager approved by the 8th and paid in August’s salary.

• How do I register with the new EASY system?

  Follow the link to view guidance on how to register. Please note, you will only be able to do this from 1st August.

• How do I add my car or vehicle details on to the system?

  Please follow the link to view the article, as the system is self service and will be able to add this on yourself.  For salary sacrifice/fleet solution cars, you will still need to complete a form and send to the e-expenses helpdesk.

• I am entitled to claim excess mileage, can this be claimed through the new system?

  Yes. All current excess mileage claimants have been set up on the system and will select this option when creating a claim. All trainees who are eligible to claim this, can claim through EASY from 1st August.

• Is there an app I can use to submit?

  Yes, you can download the EASY companion app in readiness for the launch but will not be able to set up until the go live date of 1st August.

• Can I access Allocate after 1st August?

  No. From the 1st August, access will be removed, so is your responsibility to ensure all claims are submitted on the current system before the deadline.