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Phased roll out of online expenses module

18 May 2020

Improving the Employee Experience

From 1 June, we will start to introduce a new module within MyView to streamline and simplify the way that expenses are claimed and approved across our University.

Phase one of the roll out will see staff in the following areas given access to the new online expenses module:

  • Department of Mathematics, within the  Faculty of Science and Engineering
  • Department of Computer Science, within the Faculty of Science and Engineering
  • IT Services
  • Directorate of Human Resources
  • Directorate of Finance

The new module has been designed to be accessible and user friendly, and allows expenses submissions and approvals to be carried out entirely online, and for the progress of claims to be easily tracked. It will replace the current process, whereby staff are required to complete paper-based expenses forms and to submit physical copies of receipts, which are then manually processed by HR Services.

A number of webinars are being held to provide training to the pilot group during the weeks commencing 18 and 25 May. If you are based within the phase one groups, you will soon receive your webinar invite.  Staff in the other phases will receive invites to attend training webinars closer to their launch dates.

The module will be made available to the rest of staff across our University in two further phases later in 2020.

Staff using the module should note that only essential services and supplies are to be purchased until further notice in line with guidance that has been agreed regarding the purchasing and payment of goods and services during this period – this guidance applies to all members of the University and its subsidiaries including all staff, students and other associated individuals.

Karen Heaton, Director of HR, said:

“We know that some of the processes and tools we currently use as employees are not as effective or efficient as we want them to be.  The introduction of online expenses is part of a drive by HR to enhance the employee experience by providing simpler, faster and more joined up systems that maximise the use of technology.”

More information: If you have any questions, please email the HR Services Continuous Improvement Programme team.