eXpense365 guide Contents Page

contents Downloading the app Registering an account Signing in Adding personal details Changing password Forgotten password Account privileges Making a claim Claim status Notifications Approving/rejecting a claim Balance and transactions Still need help?

downloading the app The app can be downloaded on any iOS or android device. Click your selection: iOS Android Unfortunately other systems are NOT currently supported. Please visit SU reception desk to file a claim on one of our tablets. Contents Page

registering an account Click here to begin the process of registering an account. Contents Page

registering an account Use your UEA name email when registering an account. You won’t need to fill out ESN. Such as: a.surname@uea.ac.uk If you have already registered then click here to sign in. Contents Page

registering an account Once you’ve registered an account you will be emailed a password to the email address you used to create the account and the app will automatically send you back to its default opening page. Contents Page

signing in Use your UEA name email to sign in. You will have received an email of a password that you can use to sign in. This can be changed to something more memorable in the future. Contents Page

menu page This is where you make a claim. This is where you can view your society/clubs transactions. This is where you will receive notification of claims that need approving or the status of your claims. This is where you can change your personal details. Contents Page

details You will need to input your personal details before you can use the app. Click here to update these details. Contents Page

my details page You will need to fill out your details so that you can use the app. Bank details must be completed whilst vehicle details are not compulsory. Approver section must be left as shown. Contents Page

password change To change your password you will need to go onto settings. Click here to change password. Contents Page

password change Click here to change password. Contents Page

password change You can now fill out this page to create a new password. Contents Page

forgot password All you have to do to request a new password is to enter your UEA name email address and click forgotten password and a new password will be emailed to you. Contents Page

account privileges You should now be all set up to use the app and all its feature. Presidents, secretaries and treasurers are considered signatories and have added privileges and access within the app. Other members of your society/club can only make claims and see some notifications. Contents Page

signatory privileges Signatories have the added access of seeing the expenditure/income PDF of their society/club. In addition they must approve all claims for their society/club which they would receive notifications for. Contents Page

who are you? Only presidents, secretaries and treasurers are signatories; any other committee members or society/club members will not have signatory account privileges. Click the section you belong to: Signatory section Other committee members or society/club members Contents Page

making a claim To start the process of making a claim you will need to click on the Expenses icon. Contents Page

expense claims page You will need to click on New to start creating your claim. Contents Page

claim details You will need to input the student group you're a part of in addition to adding a reference to the claim, such as your name. You will now need to click the expenses option on the bottom of the screen. Contents Page

adding an expense Now select the option New in the top right hand of your screen. Contents Page

adding an expense You will need to pick a selection from the drop down list by clicking the Type option. You will also need to add the date of the purchase here. Contents Page

adding an expense After selecting your type of purchase you made you will need to add the amount you are claiming back here. You can then hit the save button in the top right hand corner. Contents Page

deleting an expense By swiping left on the expense you will be allowed to delete the expense or by clicking the button to left of the New you will also be capable of deleting the expense. Contents Page

adding a receipt You will now need to add a receipt. You can do this by firstly clicking the Receipts option. Claims will only be approved if there are valid receipts provided for all transactions. Contents Page

adding a receipt You will now need to select New. This will allow you to add a picture of the receipt. Contents Page

adding a receipt Once the below is completed you can click save to continue. You will need to add a description of receipt to match the expense. You can add a receipt by clicking the picture option. Contents Page

deleting a receipt By swiping left on the receipt you will be allowed to delete it. Contents Page

multiple expenses and receipts You can add multiple expenses and receipts into your claim. You shouldn’t create separate claims for individual transactions. Once done you will need to click Claim. Contents Page

completing a claim Once you have added all your expenses and their receipts you can click Claim to begin to getting it approved. Contents Page

completing a claim You now have made your claim ready and need to save it. You can do this by clicking the Save button at the top right of your screen. Contents Page

completing a draft claim Once a claim has been saved you will be provided with an Internal No. that will being with PQU as shown on the left. Take a note of the PQU number for reference if required. Contents Page

submitting a claim Your claim is now saved as a draft and needs to submitted for approval. By clicking the upload option you can Submit the claim for approval, delete the claim or just view the claim as a PDF. Contents Page

submitting a claim You now can select one of the 3 options provided. By clicking submit for approval you will be one step away from completing your claim. Contents Page

approval request Your claim must be approved by your society/club’s 3 signatories. If you are one of the 3 then your replacement approver would be one of the active student officers as shown here. Contents Page

approval request You can now hit the Send button here which will mean you have completed your claim and you will now be waiting for your claim to be approved and paid. Contents Page

claim status Your claim now will have a status of waiting approval. Once all 3 approvals have completed you status will change to approved. Contents Page

claim status Once your claim has been approved the claim will move to the Approved tab and the Internal No. will change and should now begin with PIN. You can see the new No. by clicking the claim. Contents Page

claim status Once a transaction has been processed by the SU finance team your status will change from approved to paid and shall move to the Paid tab. This only occurs on a Wednesday. You should receive the payment into your bank account the Friday after your claim has been processed as paid. Contents Page

notifications for a claim You will receive 2 separate notifications for when a claim has been approved and paid. Click notification to view them. You will also receive push notifications if your phone settings allows it.. Contents Page

notification of an approval This notification shows that your request has been approved by the 3 signatories or approvers. Contents Page

notifications for signatories Signatories will get a notification when a member of their society/club put a claim through the eXpense365 app. Signatories have the power to approve or reject claims. Contents Page

notifications for signatories By clicking notification you will be shown a notifications page where a request has been put through by one a society/club member. Contents Page

notification of a claim needing approval By clicking on this notification you will be able to approve, reject or delegate the claim. In addition you will be able to see more details about the claim such as the expenses and receipts. Contents Page

expense claim This now shows you all the information associated with the expense claim and you should have been provided a receipt for every item you see which can be found in the page before. Contents Page Contents Page

approving a claim All receipts must be provided for all expenses. Receipts must be clear and be fully visible and from this academic year. If the transaction was via invoice proof of payment and original invoice should be provided. Cash in hand transaction require a signed receipt from recipient. Contents Page

approving a claim You may not make claims for alcohol. If all the stated conditions are not met then you should reject a claim. If all signatories approve a claim that we believe should have been rejected it may not be fully processed and may show approved but will not be paid. Having a negative balance in your account will mean a claim will not be paid. Contents Page

documents The documents icon will send you forward to a page where you can access a pdf of your society/clubs account finances. This is only accessible by signatories. Contents Page

opening the pdf By clicking the option provided you will be able to see your society/clubs balance and the income and expenditure of the last academic year. Contents Page

pdf explained Anything that starts with MSL is a transaction made on the SU webpage and are usually incoming cash. Otherwise Balance Bfwd is just describing the previous closing balance. Contents Page

pdf explained continued Here you will have a total cash in and cash out figure and will also have a closing balance which is how much funds you have or owe in your account. Please note recent transactions may not be included. Contents Page

still need help? You can contact union.opportunities@uea.ac.uk for technical any queries you may still have. If your query is regarding the status of a claim please email su.accounts@uea.ac.uk with your query and your Internal no. which can be found in your claim. This number will either begin with PQU or PIN. Contents Page Thank You

making a claim To start the process of making a claim you will need to click on the Expenses icon. Contents Page

expense claims page You will need to click on New to start creating your claim. Contents Page

claim details You will need to input the student group you're a part of in addition to adding a reference to the claim, such as your name. You will now need to click the expenses option on the bottom of the screen. Contents Page

adding an expense Now select the option New in the top right hand of your screen. Contents Page

adding an expense You will need to pick a selection from the drop down list by clicking the Type option. You will also need to add the date of the purchase here. Contents Page

adding an expense After selecting your type of purchase you made you will need to add the amount you are claiming back here. You can then hit the save button in the top right hand corner. Contents Page

deleting an expense By swiping left on the expense you will be allowed to delete the expense or by clicking the button to left of the New you will also be capable of deleting the expense. Contents Page

adding a receipt You will now need to add a receipt. You can do this by firstly clicking the Receipts option. Claims will only be approved if there are valid receipts provided for all transactions. Contents Page

adding a receipt You will now need to select New. This will allow you to add a picture of the receipt. Contents Page

adding a receipt Once the below is completed you can click save to continue. You will need to add a description of receipt to match the expense. You can add a receipt by clicking the picture option. Contents Page

deleting a receipt By swiping left on the receipt you will be allowed to delete it. Contents Page

multiple expenses and receipts You can add multiple expenses and receipts into your claim. You shouldn’t create separate claims for individual transactions. Once done you will need to click Claim. Contents Page

completing a claim Once you have added all your expenses and their receipts you can click Claim to begin to getting it approved. Contents Page

completing a claim You now have made your claim ready and need to save it. You can do this by clicking the Save button at the top right of your screen. Contents Page

completing a draft claim Once a claim has been saved you will be provided with an Internal No. that will being with PQU as shown on the left. Take a note of the PQU number for reference if required. Contents Page

submitting a claim Your claim is now saved as a draft and needs to submitted for approval. By clicking the upload option you can Submit the claim for approval, delete the claim or just view the claim as a PDF. Contents Page

submitting a claim You now can select one of the 3 options provided. By clicking submit for approval you will be one step away from completing your claim. Contents Page

approval request Your claim must be approved by your society/club’s 3 signatories. If you are one of the 3 then your replacement approver would be one of the active student officers provided. Contents Page

approval request You can now hit the Send button here which will mean you have completed your claim and you will now be waiting for your claim to be approved and paid. Contents Page

claim status Your claim now will have a status of waiting approval. Once all 3 approvals have completed you status will change to approved. Contents Page

claim status Once your claim has been approved the claim will move to the Approved tab and the Internal No. will change and should now begin with PIN. You can see the new No. by clicking the claim. Contents Page

claim status Once a transaction has been processed by the SU finance team your status will change from approved to paid and shall move to the Paid tab. This only occurs on a Wednesday. You should receive the payment into your bank account the Friday after your claim has been processed as paid. Contents Page

notifications for a claim You will receive 2 separate notifications for when a claim has been approved and paid. Click notification to view them. You will also receive push notifications if your phone settings allows it.. Contents Page

notification of an approval This notification shows that your request has been approved by the 3 signatories or approvers. Contents Page

still need help? You can contact union.opportunities@uea.ac.uk for technical any queries you may still have. If your query is regarding the status of a claim please email su.accounts@uea.ac.uk with your query and your Internal no. which can be found in your claim. This number will either begin with PQU or PIN. Contents Page Thank You

hope this helped  Contents Page

hope this helped  Contents Page