Setting Up Time and Expenses

You are able to customise the settings within Time and Expenses to tailor it to your school and requirements.

It is important to complete your settings before starting to use the module to ensure your requirements will be met, and to provide confidence in the system.

To get started, use the navigation bar to the left to scroll down and click Time and Expenses, then Settings to be taken to the 'Time and Expenses Settings' page. You will then see several blue tabs.

Main Settings

Our recommendation for set up is that all other tabs are collated before finishing with the Main Settings tab. We will follow tabs through in order, left to right, then return to the 'Main Settings' tab to supplement what we have built in the other tabs. However, in order to move on and begin this, you will need to acknowledge you have "seen" the main settings tab. Click the green 'Save' button to the bottom of the tab to acknowledge you have seen the page, and to allow you to continue completing your set up.

We will visit each tab in order:

Approver Tags Tab

You have to assign a user to a label or 'tag' so that they can then be incorporated as part of the approval process for your claims.

Click the green 'Add Approver Tag' button.

You will be prompted to give your tag a 'Title', for example, Deputy Headteacher. Next, click the green 'Add Approvers' button.

Select from the list of users who this tag applies to, click 'Add Selected Approvers'.

Finally, click the green 'Save' button to confirm. You will now see your new approver tag listed within the 'Approver Tags' tab.

Approval Routes Tab

Now that you have set up your Approver tags, you can collate your Approval Routes. Approval Routes are created to govern the sequence of approvals required for claims. Approval Routes can be selected from pre-loaded examples created by Every, or can be tailored to your requirements. For either option, click on the green 'Add Approval Route' button.

You will now see two blue tabs. If you wish to select from an existing Every route, 'Copy Existing' is the required tab however, if you wish to create your own custom approval process, please choose the tab titled 'Details'.

If you choose to select a pre-loaded route, click the circle button to the far right of the table, then click the green 'Copy Selected Route' button. You will then be navigated to the second blue tab titled 'Details'. You will see the 'Title' and 'Description' have been pre-filled with the relevant information. If you have chosen to create your own route, when selecting the blue 'Details' tab, you must first input this information. Below this, you will see the 'Approver Route' steps. If you are copying an existing route, and are happy with the process, click the green 'Save' button. If you wish to add additional steps, or are creating your own route, please select the green 'Add Approval Stage' button.

An 'Approver Stage Details' box will now appear. Select your 'Approval Tags', and whether the 'Approval Condition' requires all, or only one tag for approval. Select the correct 'Approval Order' from the dropdown menu. You must choose 'First' if there is only one approver. Then decide whether you allow an approver tag to 'Re-use Previous Approvals'. Once you are happy with your choices, click the green 'Done' button, then the green 'Save' button to continue.

Your new approval route will now show within the blue 'Approval Routes' tab. Approval routes can be edited, copied, or deleted using the icons to the far right of the table.

Custom Fields Tab

Depending on your processes, you may not need to complete this tab. This tab is used to provide additional data that may not be available in the module, and allows you to custom the module to your needs. You can revisit these settings once you have started using the module if you feel further fields would be of benefit.

Here you can manage 'Custom Fields' for example, financial coding, multi-dimensional analysis, or to collect additional information in a consistent format.

These may use an existing source like 'Job Category' or 'Cost Centre', but you can create custom sets for specific purposes, with or without preset values.

'Custom Fields' can be created from scratch, or based on 'standard' examples or existing records. For either option, click on the green 'Add Custom Field' button.

You will now see two blue tabs. If you wish to select from an existing Every custom field, 'Copy Existing' is the required tab however, if you wish to create your own custom field, please choose the tab titled 'Details'.

If you choose to select a pre-loaded custom field, click the circle button to the far right of the table, then click the green 'Copy Selected Field' button. You will then be navigated to the second blue tab titled 'Details'. You will see the 'Title' and 'Explanation' have been pre-filled. If you have chosen to create your own custom field, when selecting the blue 'Details' tab, you must first input this information. Complete the required details. The blue 'i' for information buttons contain further information for each section.

You may see another tab appear titled 'Preset Values'. Data entered within this tab can be used to improve consistency, and are required to set any defaults. Once you are happy, click the green 'Save' button to continue.

Multipliers Tab

The 'Multipliers' tab allows you to provide quantities for non-mileage expense items, for example the number of nights and people for a hotel claim.

Expense line multipliers can be selected from pre-loaded examples created by Every, or can be tailored to your requirements. For either option, click on the green 'Add Expense Line Multiplier' button.

You will now see two blue tabs. If you wish to select from an existing Every multiplier, 'Copy Existing' is the required tab however, if you wish to create your own custom expense multipliers, please choose the tab titled 'Details'.

If you choose to select a pre-loaded multiplier, click the circle button to the far right of the table, then click the green 'Copy Selected Multiplier' button. You will then be navigated to the second blue tab titled 'Details'. You will see the 'Title' has been pre-filled. If you have chosen to create your own multiplier, when selecting the blue 'Details' tab, you must first input this information. If necessary, you can add an explanation to support your multiplier. Next confirm the number of decimal places the multiplier can go to, and its default value. Once you are happy, click the green 'Save' button to continue.

You will now see your new multiplier within the blue 'Multipliers' tab. Multipliers can be edited, copied, or deleted using the icons to the far right of the table.

Claimant Type Tab

Should you wish to restrict certain time or expense claims to specific staff members, you can create 'Claimant Types' to associate them with. These are commonly simply teaching staff and support staff, for example Saturday Overtime should only be visible to or claimed by Support Staff, or Stationary expense claims are only visible to or claimed by Teaching staff.

To create these claimant types, click on the green 'Add Claimant Type' button. Give your your claimant type a 'Title', then select 'Employee Type', and 'Job Category' from the dropdown menus. If applicable, you can select a 'Type of Post' relevant to the claimant type, and also choose to have a required 'Length of Service' in order to make a claim. Once you have completed all the required fields, click the green 'Save' button to continue.

You will now see your new claimant type within the blue 'Claimant Types' tab. Claimant types can be edited or deleted using the icons to the far right of the table. These can then be applied to the relevant claims that you will set up within the Expense and Time items tabs.

Expense Items Tab

This tab is used to set up items for expense claims, to represent different types of expense to be reclaimed, for example, stationary or refreshments. These are divided between 'Mileage Items' to cover the cost of fuel and depreciation when using private vehicles, based on distance covered, and 'Other Expense Items', which covers all other expenses, based on amounts paid.

Both types of expense item can be selected from pre-loaded examples created by Every, or can be tailored to your requirements. First we will look at mileage. Click the green 'Add Mileage Item' button.

You will now see three blue tabs. Similar to previous tabs, you have the option to create your own mileage item, or select from standard items prepopulated by Every. If you wish to choose an existing item click the circle to the far right of the item you wish to copy, then click the green 'Copy Selected Item' button. This will move you to the 'Details' tab, where you will see information prepopulated.

Check and complete all fields as required. Mandatory fields are marked with an asterisk. For further information about what the field should contain, click the blue 'i' for information button. The third tab titled 'Custom Fields' details gives you the ability to add further fields that can or must be populated when the item is selected on a claim. An example of this would be mandatory 'From' and 'To' fields for a mileage claim. To add additional custom fields, click the green 'Add Custom Field' button to the bottom of the tab. Once you are happy with the data, whether copied from an existing item, or created by you, click the green 'Save' button to continue. Your new item will now show within the 'Mileage Items' table. Mileage items can be edited, copied, or deleted by clicking the icons to the far right of the table.

To create a non-mileage expense item, click the green 'Add Non-Mileage Item' button on the blue 'Expense Items' tab. You will now see four blue tabs. Similar to previous tabs, you have the option to create your own expense item, or select from standard items prepopulated by Every. If you wish to choose an existing item, in the tab titled 'Copy Existing', click the circle to the far right of the item you wish to copy, then click the green 'Copy Selected Item' button. This will move you to the 'Details' tab, where you will see information prepopulated. If you are choosing to create your own expense item, this is the tab you select first.

Check and complete all fields as required. Mandatory fields are marked with an asterisk. For further information about what the field should contain, click the blue 'i' for information button. If you are choosing to create your own expense item, you can create multiple versions of an item with the same name, that may applicable for different claimant types or to handle rate changes.

The third tab titled 'Custom Fields' details gives you the ability to add further fields that can or must be populated when the item is selected on a claim. An example of this would be mandatory 'Location' field for a parking claim. To add additional custom fields, click the green 'Add Custom Field' button to the bottom of the tab and complete the required details. The fourth tab, 'Multipliers' enables you to add expense line multipliers, or quantities, to the item. Again, click the green 'Add Multiplier' button, and complete the required fields, to add further multipliers to the item.

 

Once you are happy with the data, whether copied from an existing item, or created by you, click the green 'Save' button to continue. Your new item will now show within the 'Other Expense Items' table. Expense items can be edited, copied, or deleted by clicking the icons to the far right of the table.

Time Items Tab

Here you can set up items for time claims, to represent activities for time worked and rates for claiming remuneration. 'Time Items' can be selected from pre-loaded examples created by Every, or can be tailored to your requirements. Click the green 'Add Time Item' button to start.

Again, you will see three tabs. Similar to previous tabs, you have the option to create your own time item, or select from standard items prepopulated by Every. If you wish to choose an existing item click the circle to the far right of the item you wish to copy, then click the green 'Copy Selected Item' button. This will move you to the 'Details' tab, where you will see information prepopulated. If you are choosing to create your own 'Time Item' you will need to start from this tab.

Check and complete all fields as required. Mandatory fields are marked with an asterisk. For further information about what the field should contain, click the blue 'i' for information button. Again, the third tab, 'Custom Field', allows you to create further fields that can or must be populated when the item is selected on a claim. To add additional custom fields, click the green 'Add Custom Field' button to the bottom of the tab and complete the required details.

Once you are happy with the data, whether copied from an existing item, or created by you, click the green 'Save' button to continue. You will now see your new time item within the blue 'Time Items' tab. Time items can be edited, copied, or deleted by clicking the icons to the far right of the table.

Main Settings Tab

Once you have completed the above tabs, you now need to revisit the first blue tab 'Main Settings' on the Settings page.

The Time and Expenses module enables three different categories of claim; 'expenses' which are made up of mileage and non-mileage items, 'time claims', which is additional to any time worked, for example, overtime, and 'timesheets', which is commonly used for zero hours staff or to accommodate time worked. The main settings tab is divided into three sections, to accommodate each of these elements.

The sections refer to items that have been created in the tabs covered above. Each field has a blue 'i' for information button next to it. This gives you detailed information on what the field relates to, or what should be included. Each section also has the ability to be activated. This is helpful if you do not intend to utilise the claim facility, select 'Activate - NO' for it not to appear as an option. Once you are happy with all the sections click the green 'Save' button at the bottom of the page to confirm.