Colleagues must use the expenses system to make their claims within three months of incurring the expense and paper claims are no longer accepted.

Other recent changes include adding receipts to claims, no more paperwork for managers to set up new employees and the ability to set up your own vehicle...plus more.

Dedicated travel expenses phone line

Colleagues have a dedicated phone support line to help with travel claim queries: 0113 2065313. Open Mon-Thurs 07:30 to 16:30 and Fri 07:30 - 16:00 you can get support to help you with your claim. For less urgent and out of office queries just email leedsth-tr.chfttravel@nhs.net and your query will be dealt with during the first working day after submission.

Receipts

If you're making a claim all receipts must now be added to the system. NO PAPER receipts will be accepted for future claims. Details of how to add a receipt are available on the Payroll>Expenses>Staff Claim FAQ page. You may wish to try the new Mobile Expenses App, available for Apple, Android and Windows smart phones as adding receipts is a simple as taking a picture.

Set up your own car

No more paper forms and delays when you change your vehicle! You can now set up your new vehicle live in the system.

All you need to do is go to the Expenses home page, click on "My Details" then "Add Vehicle". Complete the details and save. This will send an approval to Payroll and they will check and set your vehicle with the correct payment details. Once you get an email confirmation advising this is done you can then make claims as normal. If you have a Trust Lease Car please email leedsth-tr.chfttravel@nhs.net and advise them your new car is a Lease Vehicle.

Next time you change your password

The password protocols have been updated in the system to make your account more secure. in future your password will need to be:

• Six characters long.
• Include a capital letter, a symbol such as % and a number
• You will be unable to use any password that has been used before.

Managers - setting up an employee has changed

If you need to set up a new employee please email leedsth-tr.chfttravel@nhs.net with the following details:

• Your name/email Address/payroll Number.
• The name/email address/payroll Number of a delegate who is authorised to sign claims on your behalf if you are unavailable.
• The Employee's name/email address/payroll number that you wish to be set up. This removes the requirement to complete ANY paper documentation.