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Knowledgebase: MyEXPENSES
Q20: How to create a Subsistence Expense claim?
Posted by Debendra Gurung, Last modified by Debendra Gurung on 17 Dec 2020 11:39hrs

A: If you wish to add a Subsistence expense, you must complete the following fields;

 Date Incurred: Use the calendar to add the date that your expense was incurred.

  • Same rules as Bus Fare, Congestion Charge, Parking Fees, Taxi Fare or Tube/Underground Fees expenses.

No. of Days: Enter the number of days the expense occurred over.

  • Same rules as Bus Fare, Congestion Charge, Parking Fees, Taxi Fare or Tube/Underground Fees expenses.

Expense Currency: The currency the expense was incurred.

  • Same rules as Bus Fare, Congestion Charge, Parking Fees, Taxi Fare or Tube/Underground Fees expenses.

Expense Location Country: Select the Country the expense was incurred in.

  • Same rules as Bus Fare, Congestion Charge, Parking Fees, Taxi Fare or Tube/Underground Fees expenses.

Total days subsistence amount (Food): Enter the amount of the expense.

  • The spending limit will be auto populated in this field based on the No. of Days you input.
  • If you chose to not to aggregate your expense, you will not be able to exceed the maximum spending limit per day.
  • If you chose to aggregate your expense, you can exceed the spending limit for the daily total, but you will not be able to exceed the maximum spending limit for the total number of days.

Total nights subsistence amount (Accommodation): Enter the amount of the expense.

  • You will not be able to leave the Total nights subsistence and Total days subsistence fields empty, you must populate at least one of these fields.

DHRS Booking Code: Enter the booking code.

 B&B Only: Select either Yes or No.

 Do you wish to aggregate this line with other DS lines?: Select Yes or No.

  • You will not be able to make a selection if the No. of Days you input was less than 3 days.
  • The aggregation start and end date fields will only be available if you select Yes.

What is the aggregation start date?: Enter the date you wish to start the aggregation from.

  • You will not be able to enter an aggregation start date that is prior to the Date Incurred.

What is the aggregation end date?: Enter the date you wish to end the aggregation on.

  • You will not be able to enter an aggregation end date that is prior to the aggregation start date.
  • You will not be able to enter dates where there is less than 3 days between the aggregation start and end date.
  • You will not be able to leave the aggregation start date empty and enter the aggregation end date.

Amount: You will not be able to edit this field as it contains an automatic calculation of the Total days subsistence (Food) and Total nights subsistence (Accommodation). 

Justification: Enter the justification for expense.

  • Same rules as Bus Fare, Congestion Charge, Parking Fees, Taxi Fare or Tube/Underground Fees expenses.

Original Receipt Missing: Click in this check box if you do not have a receipt for your expense. This will be noted for audit purposes where you may be asked to provide a receipt for your expense.

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