Expense Entry Tips

Data Entry

Date - Needs to match the receipt attached, when you paid for it - not the date of travel.

Location - For accurate reporting this needs to be the actual destination the costs relates to. 

Detail - Needs to clearly identify the expense and make apparent your compliance with policy.

Uploaded Receipts - Give them sensible names such as hotel/flight/restaurant, so that you can find, upload and match them easily.

3 Month Rule

Claims need to be submitted within 3 months of the cost being incurred i.e. the date on the receipt

Otherwise relevant UMT approval must be attached to your claim.

Supporting Documents

Preapproval travel form - Needs to be submitted before you travel and approved by the budget holder of the cost center you are claiming against. Needs to be attached to your claim in Agresso.

Receipts - need to be legible, itemized and credit card slips are not accepted.

Attach one of the following to support the business purpose of your trip - Agenda/Conference Brochure/ Meeting confirmation email/ Itinerary etc...

Links to websites are not accepted as it's an ISS security measure.

Hospitality

External visitor must be in attendance, and must be clearly distinguished from University staff eg. attach a word document with the name and which organization they are associated with.

Revenue guideline for cost per head for hospitality are as follows; Lunch 39 Euro 51 Euro.

Clearly state the business benefit of extending hospitality in the detail of your claim.

24hr Subsistence and Clubtravel Booking

You cannot claim 24hr subsistence while also having an accommodation booking with Clubtravel, this is in effect charging the University for the same cost twice. Delete the subsistence auto calculated by Agresso from your claim and follow the below guidance:

Clubtravel provided breakfast - Entitled to claim one 10hr per day, use the vouched 10hr subsistence type for this.

Clubtravel did not provide breakfast - Entitled to claim three 5hr per day, use the vouched 5hr subsistence type for this.