Expenses

An introduction to Expenses in Horizon

To access the Horizon (HR) system, click on the Horizon link in the main menu of the Portal

• Log in, using your university credentials and multi-factor-authentication if prompted to do so
• Under the Apps section, click on the Expenses tile
• To request reimbursement for work-related expenses you must enter and submit an expense report
• A report is the overall description for a group of expenses incurred for a specific event.
• For example, a report might be a monthly trip to a meeting on different campus, a visit to another University for a demonstration or even a trip abroad for a conference
• Each of these events will have different expenses, such as car mileage, public transport or accommodation
• Each expense is then entered, using a custom form and electronic copies of appropriate receipts, and associated to the relevant report.
• When complete, the report is submitted.
• Once submitted, but prior to it being approved, a report may also be withdrawn and amended.
• Once saved, a report can also be duplicated. This could be handy in the case on recurring events (such as a monthly meeting on another campus, where the mode of travel is the same)
• Duplicated reports will replicate all associated expenses but will not replicate any attached receipts (such as parking permits or train tickets) as these will need to be uploaded for each specific occasion

How to create Expense Items

• Once in the Horizon system, under the Apps section, click on the Expenses tile
• To create a new item, select Actions and then Create Expense Item, or make sure Items are Selected and click on the create icon (+)
• Use the calendar to select the date of the expense
• As an example expense, select Bus-UK
• The screen will update to display the fields related to this trip
• Required fields are denoted with an *, but please enter as much information as possible to help process your claim
• To upload a receipt, click on the Manage Attachments (+) icon
• The Attachments pop-up appears
• This allows you to upload a file to the system
• Click Choose File, then navigate to and select your desired file
• Select Open to upload the file
• Choose a suitable category from the dropdown and click OK when done
• The attachment is now associated to your Expense Item
• Use the Create Another button to add further expenses
• Add a train and taxi trip (with receipts) and finally a enter details of a meal that was purchased en-route – again with my electronic receipt
• If you have paper copies of documents and receipts, you will need to either scan or photograph them and copy them to your computer to attach as receipts
• The Expenses mobile app allows you to create an expense report, with all the standard expense items directly from your mobile, including uploading photos already taken or from your phone camera as you use it.
• When you have added all expense items, click Close
• To add these items to an existing report, click on the Add to Report dropdown and select the desired report
• To add these items to a new Report, click on Create Report and enter a Purpose before selecting Add Existing from the Expense Items section
• Simply select the items you want and Click OK
• When you are ready, click the Submit button
• Please note that the Submit button will only be available once you have confirmed that you have read and accepted the corporate travel and expenses policies
• Your Expense Report will be listed and display a status of Pending manager approval

Create (Submit and Withdraw) Expense Reports

• Once in the Horizon system, under the Apps section, click on the Expenses tile
• The dashboard shows previous and existing reports and expense items not currently associated to a report
• To create a new report, select Actions and then Create Expense Report
• Enter a Purpose for your report – a short description and date is advised
• Click Save
• Under the Expenses Items section, click on the Create (+) icon
• This will create the first expense associated with your report
• Use the calendar to select the date of the expense
• Select the most suitable Type from the dropdown – in this case it's Car Mileage
• The screen will update to display the fields related to your expense Type
• The tooltips will help you enter information correctly, and highlight if you have entered invalid data
• Required fields are denoted with an *, but please enter as much information as possible to help process your claim
• To add another expense to your report, click on Create Another and repeat the process, adding relevant information
• If you do not have a receipt to upload, you can tick the Receipt missing box and enter further information in the Justification field
• To upload a receipt, click on the Manage Attachments (+) icon
• The Attachments pop-up appears
• This allows you to upload a file to the system Click Choose File, then navigate to and select your desired file
• Select Open to upload the file
• Choose a suitable category from the dropdown and click OK when done
• The attachment is now associated to your Expense Item
• Use the Create Another button to add further expenses
• When you have added all expenses to your Expense Report, click Close
• You will now see your Expense Report with all associated Expense Items listed
• When you are ready, click the Submit button
  Please note that the Submit button will only be available once you have confirmed that you have read and accepted the corporate travel and expenses policies

Your Expense Report will be listed and display a status of Pending manager approval
Should you need to, you can highlight the Report and select Withdraw from the Actions menu to cancel your submission
You are then able to edit or add additional Expense Items before re-submitting your Expense Report

Duplicating Expense Items and Reports

• Once in the Horizon system, under the Apps section, click on the Expenses tile
• The dashboard shows previous and existing reports and expense items not currently associated to a report
• Should you wish to delete an expense report, simply highlight it and click on the Delete icon (x) to the right
• You will be warned that the expense items will still be available for use in future reports
• Click Yes to agree
• The expense items previously associated with the expense report you have deleted will now be listed in the Expense Items section
• These items can be associated to an existing or a new report or deleted by clicking of the Delete icon (x) to the right and confirming when prompted

Duplicating an Expense Report and Associated Items

• If you regularly make the same trip or incur the same expenses you can create an expense report and duplicate it, and all expense items associated with it
• This will make completing your next report much easier
• To duplicate a report, highlight it and select Duplicate from the Actions dropdown
• A copy of your chosen report will be created and open on screen
• Rename the Purpose of the report, to reflect the new date or description and click Save
• For each expense item you will need to change the date
• Click on each item and amend using the calendar
• Amend any other fields if necessary Click on Close
• Attachments, such as receipts, are not duplicated with an expense item, so you will need to upload a copy of any new receipts
  When you have updated any dates and attachments, you can submit your new expenses report

Create a new Expenses Report

• To create a new report, select Actions and then Create Expense Report
• Enter a Purpose for your report – a short description and date is advised
• Click Save
• Under the Expenses Items section, click on the Create (+) icon
• This will create the first expense associated with your report
• Use the calendar to select the date of the expense
• Select the most suitable Type from the dropdown – in this case it's Car Mileage
• The screen will update to display the fields related to your expense Type
• The tooltips will help you enter information correctly, and highlight if you have entered invalid data
• Required fields are denoted with an *, but please enter as much information as possible to help process your claim
• To add another expense to your report, click on Create Another and repeat the process, adding relevant information
• If you do not have a receipt to upload, you can tick the Receipt missing box and enter further information in the Justification field
• To upload a receipt, click on the Manage Attachments (+) icon
• The Attachments pop-up appears
• This allows you to upload a file to the system
• Click Choose File, then navigate to and select your desired file
• Select Open to upload the file
• Choose a suitable category from the dropdown and click OK when done
• The attachment is now associated to your Expense Item
• Use the Create Another button to add further expenses
• When you have added all expenses to your Expense Report, click Close
• You will now see your Expense Report with all associated Expense Items listed

When you are ready, click the Submit button
Please note that the Submit button will only be available once you have confirmed that you have read and accepted the corporate travel and expenses policies

Your Expense Report will be listed and display a status of Pending manager approval
Should you need to, you can highlight the Report and select Withdraw from the Actions menu to cancel your submission
You are then able to edit or add additional Expense Items before re-submitting your Expense Report