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Wendy Baird Introduction of an On Line Mileage Claim and Payments system.

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Presentation on theme: "Wendy Baird Introduction of an On Line Mileage Claim and Payments system."— Presentation transcript:

1 Wendy Baird Introduction of an On Line Mileage Claim and Payments system

2 Aim: To improve the efficiency of the business process of claiming and paying mileage Scope: To identify current resources required To identify benefits of an On Line system Objective: To reduce costs Improve quality of data and information

3 Justification The Current paper based process is inefficient and unsustainable costing > £10k pa environmentally unfriendly SERC Strategy “Effective and Efficient Use of Resources”

4 Research and Findings Research – quantitative (not qualitative) Based on historical travel claims Finance KPI’s Findings In 1 month – 42 errors in 378 claims processed error rate 11%

5

6 Options Option 1 – Purchase an “Off the shelf Package” Option 2 – Develop an In house Bespoke system Option 3 – Do Nothing

7 Introduction of an on line mileage claim and payments system. Option 1 Purchase an "Off the Shelf" package ADVANTAGES *Software already tested and problems resolved *Easy to install and use *Relatively cheap to purchase DISADVANTAGES *May not be compatible with QLP payroll software *Limited in performance Option 2 Develop a Bespoke In- house system ADVANTAGES *Tailored to meet exact requirements of SERC *Fully integrates with the QLP payroll system *Accommodates business growth * Package could be developed and sold creating an extra source of revenue DISADVANTAGAES *Cost of systems developer time and e-Authors time to write Moodle training App * Claimants need internet access to make a claim Option 3 Do Nothing ADVANTAGES * No further investment of time or resources required to test and implement a new system DISADVANTAGES * Loss of potential cost savings in staff time * Loss of potential savings in cost of paper, photocopying, storing claim forms * Missed opportunity to improve accuracy and quality of data

8 Options Option 3 – Do Nothing Not Acceptable. Current system unsustainable in terms of time and costs Option 1 – Purchase Off the Shelf Not easily compatible with QLP software Option 2 – Develop Bespoke In House system BEST option. Tailored to meet exact requirements

9 Wendy Baird Mileage Claim Feedback Mileage Claim

10 Wendy Baird Mileage Claim Feedback Home Make A ClaimClaim HistoryApprove ClaimsProcess Claims Welcome to Mileage Claim. This app allows you to make claims for travel. Use the tiles below to make a new claim of view historical claims Settings About This App This section is only available to payroll staff This section is available only to approvers This section can be see by all staff My Home & CarRelated Polices

11 Wendy Baird Mileage Claim Feedback HomeHome > Make A Claim Current Claim This page allows you to make your actual claim. Note that you can only make claims for travel that has take place in the last 90 days. Claims older that this must be made on paper & approved by CMT Journey TypeDateRoutesReason For JourneyDistance TravelledHome To Base DeductionFinal Distance Excess Mileage1/1/2014Home > Base > HomeExcess Mileage999 Standard1/1/2014Home > Base > Ballynahinch > HomeMeeting22418 Standard4/1/2014Home > Base > HomeExcess Mileage945 Add Journey This screen is used to create entries and submit claims Submit Claim I declare that: 1.The mileage and expenses claimed were necessarily incurred on SERC business. 2.The amounts claimed are in accordance with the approved scheme and include deductions for Home to Base mileage where appropriate. 3.No other claim for these expenses has been or will be made from any other source. 4.The insurance on the vehicle identified above allows me to use the vehicle on SERC business and to accept the mileage allowance claimed. It will also meet the cost of any claims made against SERC by any third parties. The policy will be produced for inspection by SERC if requested. 5.The vehicle identified above remains roadworthy, fit for its purpose, and where applicable, continues to have a current MOT certificate.

12 Wendy Baird Mileage Claim Feedback Submit Claim I declare that: 1.The mileage and expenses claimed were necessarily incurred on SERC business. 2.The amounts claimed are in accordance with the approved scheme and include deductions for Home to Base mileage where appropriate. 3.No other claim for these expenses has been or will be made from any other source. 4.The insurance on the vehicle identified above allows me to use the vehicle on SERC business and to accept the mileage allowance claimed. It will also meet the cost of any claims made against SERC by any third parties. The policy will be produced for inspection by SERC if requested. 5.The vehicle identified above remains roadworthy, fit for its purpose, and where applicable, continues to have a current MOT certificate. Home > Make A Claim Welcome to Mileage Claim. This app allows you to make claims for travel. Use the tiles below to make a new claim of view historical claims Journey TypeDateRoutesReason For JourneyDistance TraveledHome To Base DeductionFinal Distance Excess Mileage1/1/2014Home > Base > HomeExcess Mileage999 Standard1/1/2014Home > Base > Ballynahinch > HomeMeeting22 Standard4/1/2014Home > Base > HomeExcess Mileage999 Add Journey New Journey CancelSave Journey Type: Standard / / Date: Start Location: Waypoint 1: Other End Location: Home BT20 5RF Car Used: Skoda Fabia 1.2 Reason For Journey: Description Of Journey Distance On Map: 12.2 Miles Add Another Waypoint Home Home To Base: Claim Distance: 8.2 Miles Miles

13 Wendy Baird Mileage Claim Feedback HomeHome > My Home & Car My Car Use the table below to record any cars you may use to travel. You are reminded this cars must have the necessary insurance. Car MakeModelColourCC of EngineRegistration SkodaFabiaBlackABZ CitronPicassoRedFCZ Mercedes BenzSLK 350BlueHNZ Add Car cc 1,000 -1,199 cc1,200cc and above Edit Delete My Home & Base According to the college HR system, your home address is BT19 7DD and your base Campus is Bangor (BT20 4TD). Your home to base distance has been calculated at 2.1 miles. This information will be used to calculate deductions when you make travel claims If this information is incorrect, you should contact Human Resources to have this information amended.

14 Wendy Baird Mileage Claim Feedback Car TypePayment in Pence cc46.9 1,000 -1,199cc52.2 1,200cc and above65 HomeHome > Settings > Manage Rates Manage Tax Years Manage Rates Manage Approvers Manage Excess Users Manage Addresses Payment Runs Edit Taxable Threshold in Pence: Select Tax Year: 45 Corporate Staff Mileage Rates: Edit Car TypePayment in Pence cc42.9 1,000 -1,199cc46.9 1,200cc and above58.7 Edit Academic Staff Mileage Rates: Edit Payment in Pence 25.7 Edit Excess Mileage Rate: Notes: This page defines the payment values for academic & corporate staff. It also defines the amount paid in excess mileage to staff who are entitled to this rate. The ‘Taxable Threshold’ is the point where an employee has to start paying Tax. Earnings above this will be taxed separately by finance. All rates are linked to a financial year

15 Wendy Baird Mileage Claim Feedback Cost CentreApprover F301Andrew Emmett T101James Cunningham HomeHome > Settings > Manage Approvers Manage Tax Years Manage Rates Manage Approvers Manage Excess Users Manage Addresses Payment Runs Add Approver Edit Use the table below to define who is authorised to approve mileage claims for a particular cost centre. You may add as may people as are required per cost centre Notes: This screen enables finance to control who is authorized to approve travel claims.

16 Impact of Project Overall Impact Reduced costs > 10k p.a. Enhanced data quality and information Savings in time spent claiming, approving and processing claims for payment Savings in cost of paper and storage of claim forms Accuracy of data improved by on line arithmetic checks Faster retrieval of information for budgeting and audit

17 Any Questions?


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