Core Portal Claimant User Guide - pssc.gov.ie

1 1 Core Portal Claimant User Guide Foreign Travel and Subsistence Quick Guide Version 2 Table of Contents 1. Introduction pg3 2. Logon to the Core Portal pg4 3. Select New Expense Claim pg5 4. Select New Expense Items pg8 4(i) Entering Subsistence pg8 4(ii) Entering Subsistence-Vouched Accommodation Rate pg10 4(iii) Entering Kilometres pg14 4(iv) Entering Other Expense Items and Receipts pg16 5. Remove/Amend Expense Claims pg19 5(i) Remove/Amend Expense Claims from Core Portal pg19 5(ii) Remove/Amend Expense Claims from Expense Report pg20 5(iii) Amend Cost Centres/ Analysis Codes in Expense Report/Expense Items screens pg20 3 1.

2 Introduction If using this Quick Guide it is assumed that you have received a token and successfully registered to use the Core Expense System and have successfully logged in with your username and password. To register for the Core Portal , please see How do I register for an account on the Core Portal . You should also have registered your car on the Core Portal and had it approved by your line manager prior to inputting your claim. To register your car, please see Registering or Updating my Car. The main difference with foreign destinations is that sometimes there is no overnight rate for the particular place of travel.

3 Some areas of travel are vouched expenditure plus 10 per day while other areas allow claimants the Vouched Accommodation Rate for their subsistence as per Circular 07/2017 Subsistence Allowances Abroad and the cost of their hotel. The Claimant should be aware of what they are allowed to claim from the Circular 07/2017 Subsistence Allowances Abroad. (Note: You can look up rates for your destination under the Settings tab on your dashboard and select Rates Lookup if required, however, when you input your dates, times and destination etc.)

4 As in the following notes the system will automatically provide the rate for you for most destinations). The most regular destination for foreign travel is Brussels where there is no overnight rate and you normally claim the set Vouched Accommodation Rate for Brussels and the vouched cost of the hotel. 4 2. Logon to the Core Portal Go to the PSSC website select the Submit/Approve Expenses tab, then select your Department/Organisation (or relevant Department if you are on secondment) and log on to the Core Portal .

5 The logon name is your e-mail address. 5 3. Select New Expense Claim When you log on, you will initially see the Employee Dashboard. If you are an Approver inputting your own claim you will need to select Employee Dashboard from the Dashboards option. Select the Expenses tab along the side of your screen. In the Expense Screen click on +NEW in the My Expense Claims section. The expense screen is split into 2 sub forms. 6 Complete the Expense Report first. Dates: The span of dates used on the top part of the form should encompass the dates of the full claim.

6 These dates can only be used once so all expenses related to these dates should be entered before submitting the claim for approval, otherwise if you try to use dates within this date range on a subsequent claim you will get a duplicate error message. Description: Enter the description of the expense claim. Cost Centre: Select your Cost Centre from the dropdown menu. Approver: Select your Approver from the dropdown menu. Analysis 1: Select the relevant Analysis 1 code from the dropdown menu. Analysis 2: Select the relevant Analysis 2 code from the dropdown menu.

7 Car Reg: See Registering or Updating my Car Higher Grade: Leave blank Analysis 3: Select the relevant Analysis 3 code from the dropdown menu. Analysis 4: Select the relevant Analysis 4 code from the dropdown menu. When entering your first claim you will be prompted to make a selection from the drop down menu for Analysis 1, Analysis 2, Analysis 3 and Analysis 4. If you are unsure as to what selection to make from the drop down menu please contact your line manager. (NB: Please ensure that you select an option from the drop down menu to populate Analysis fields 1, 2, 3 & 4 using the down arrow as you shouldn t type data into these fields).

8 7 Once you select Analysis codes in an expense claim and save it, the next time you enter a claim the Analysis codes entered on the previous claim will automatically default into the new claim. Therefore, you may need to select new Analysis codes for a new claim if you were working on a different project-you should consult your line manager if you are in any doubt. You can change Analysis codes if required on a subsequent claim by selecting Additional Options . NB: You must select Save at this stage to save the information on the top part of the form otherwise you will be unable to complete the remainder of the input screen.

9 8 4. Select New Expense Items Complete the New Expense Items next. 4(i) Entering Subsistence: Select The following screen will be displayed. The easiest way to claim subsistence is to let the system work out what you are entitled to by way of overnights and 5 & 10 hour allowances by leaving Expense Type blank. Is this an expense item with foreign details: Tick this option. Ensure that you tick this option for each New Expense Item. Payment by: Select relevant option. 9 Expense Type: Leave Blank.

10 Location: Enter from/to location details. Dates: The dates will automatically default to the ones entered in the top half of the report. However you can amend these if you want to show individual trips during the month but remember that they must fall within the date range on the header at the top of the screen. Description: Enter the description of the expense claim. Times: Enter from/to times. Select Options Generate Subsistence and this will calculate your subsistence. The system has now calculated 2 overnights and a 10 hour allowance for Paris.