A: Once you have submitted an expense claim via the MyEXPENSES App, click on the <Eye> icon in the ‘View’ column. You will now be able to view all the expenses in the claim line you selected. The Expense Type, Date and Total will be available to view. To view an individual expense entry, click again on the <Eye> icon. You will not be able to edit the or delete any expense that has already been submitted.

A: If a Rejected or Unsubmitted status is returned, your claim has not successfully been inputted in to JPA. You should repeat the process in the MyEXPENSES App or contact a HR Administrator.

A: After you have added your expense entries, the expense table will be populated. Here, you will be able to add, edit or delete your expense entries before you submit them.

To submit your claim, click the Submit button. You must Accept the disclaimer message to proceed. Once your claim has successfully submitted, you will be taken to the Home page where the claim table will be populated with your expense claim and the status will read ‘New’.

A: Yes, you can edit and delete your expense claim before submission by clicking on the edit or delete icon.

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.

A: If you wish to add a Motor Mileage Allowance 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

Journey Distance: Enter the number of miles travelled.

 Unit of Travel: Enter the unit of travel.

• You will not be able to change the unit of travel from the default Miles.

Transport Type: Select either Bicycle, Motor Vehicle 125cc and below or Motor Vehicle 125cc and above and the rate will calculate automatically using the table below;

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

• You will not be able to change the Country from the default UK.

Has this Journey Start or Finished at your Residence or Work Address?: Select either Yes or No. 

Driver/Passenger: Select either Driver, 1^st Passenger or 2^nd and Subsequent Passenger.

• You will not be able to select Driver if your Transport Type was Bicycle.

Non UK Claims Only: Select either Duty Free or Duty Paid. 

Amount: You will not be able to edit this field as it contains an automatic calculation of the Journey Distance, Transport Type and Driver/Passenger. 

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 later be asked to provide a receipt for your expense.

A: Bus Fare, Congestion Charge, Parking Fees, Taxi Fare or Tube/Underground Fees expenses all contain the same 7 data fields;

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

• You will not be able to add an expense dated in the future.
• You will not be able to add an expense dated more than 90 days in the past.

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

• You will not be able to add a number of days where, when added to the Date Incurred, creates an expense dated in the future.

Receipt Amount: Enter the amount of the expense incurred.

 Expense Currency: The currency the expense was incurred.

• You will not be able to change the currency from the default GBP.

Justification: Enter the justification for expense.

• You will not be able to exceed 240 characters in the justification.

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.

 Once you have completed the fields, you will be able to add your expense entry to the expense table by clicking Add. If you have not completed all mandatory fields marked with an asterisk (*), an error message will appear, and you will not be able to add the expense. If you wish not to proceed with the expense, click Cancel or the Home page button.

A: To create a new expense claim, click on the Add icon, or use the left-hand side menu bar to click + New.

On the following page, you must complete the Type of Claim, the Authority, and tick the check box to confirm you have read and understood the expense policy.

 If you have not populated any of these fields, an error message will appear, and you will not be able to proceed.

You will now be presented with a table of expenses you wish to submit. This table will be empty at first but will populate as you add more expense entries. You will be able to view the Expense Type, Date and Total of each expense entry. 

The expense table will display 3 expense lines, but you will be able to add an additional 7 expense lines by using the Add icon. Any claims with more than 10 expenses in total must be completed in JPA. 

To submit an expense, click the Submit button. You will not be able to submit if you haven’t added any expense entries.

A: To return to the Home screen, click on the Home icon.

A: The 5 claim status’s that can be shown for your submitted expense claims are;

• New: Claim is new in the MyEXPENSES database.
• Pending: Claim has been entered into JPA.
• Paid: Claim has been paid.
• Rejected: Claim has been rejected.
• Unsubmitted: Claim could not be entered into JPA. Contact JPA or HR.

A: If you have more than 5 previous claims, you can click ‘Show More’ to find your older expense claims. Claims dating back more than 6 months will not be available to view in the App but can be viewed in JPA.

A: No, you cannot remove claims that have been submitted. Please contact your HR Administrator for further assistance.

A: The first time you use the MyEXPENSES App, you will not be able to see any of your previous expense claims submitted via JPA.  Once you have submitted a claim using the MyEXPENSES App, your MyEXPENSES claim history will be shown when you log in.

A: No additional authorisation is required to use the App. To create and submit a claim, you must input your Type and Authority details and indicate that you have complied with MOD Travel and Expense policy.

A: If you wish to create an expense that is not present in the MyEXPENSES App, please contact your HR administrator or use the traditional JPA method.

A: No, you can only to submit an expense where the expense type or claim is listed in the MVP. More expense types and claims will be added to the App in future updates.

A: 

A: MVP stands for Minimum Viable Product. This means that the most used functions of the current JPA expenses have been identified and built into the App.

A: The MyEXPENSES App is free.

A: Yes, if you do not wish to submit an expense claim in the MyEXPENSES App, you can still use the existing JPA process.

A: The MyEXPENSES App allows you to make an expense claim and submit it from your device in any location. When the expense claim is submitted, it is sent to via an API (Application Programming Interface) to the RPA (Robotic Process Automation) solution. The RPA solution will input your expense claim in to JPA and return one of five status’s: New, Pending, Paid, Rejected, Unsubmitted.

A: The key features of the MyEXPENSES App are that you can submit an expense claim at any time, from any device, and in any location where you are connected to the internet. Any expense submissions your make in the App will be reflected in JPA.

A: You can access the MyEXPENSES Application via the Defence Gateway using any mobile device that has IOS (iPhone, iPad, iPod) and Android (Mobile phones and Tablets) operating systems. The App can also be used Computers, Laptops and Smart TV’s or through MODnet.

If you already hold a Defence Gateway account, you can log in using your JPA service number and password created for the account.

If you do not hold a Defence Gateway Account, you will need to create an account using your JPA Service number.