MyExpenses user profile – MyExpenses

MyExpenses User Settings

These settings are available on user profiles setup for MyExpenses.

In a user profile, the menu on the right-hand side allows you to view different options for each profile.

Accounts

Here you can find a list of accounts available to the user.

Addresses

Enter a home address for the claimant. The postcode field is mandatory. Select a work location from the drop-down list.

The system will calculate the mileage between the home and work postcodes. These are used for correct mileage claims.

Email allow list

Here is a list of email addresses that can be used to send receipts into the system for the user. The email address registered with Point Progress will be showing as default.

Sending receipts via email

Authorisation limits

For users with authorising levels, this sets the maximum value up to which any single claim can be authorised. This screen takes account of authorisation limits in the currencies of all of the organisations defined in the system. If an authoriser tries to authorise a claim above their limit the claim will automatically pass to their line manager (as defined in the user profile) for authorisation.

Cost Centres

Here you can assign cost centres to the user. Please note this may not be called “Cost Centres” in your menu options. This will depend on the coding in your company setup. (For example, it may be labelled “Departments”). See Add / Update Coding for help on coding setup.

Under the cost centres, page uses the filter to find the cost centre required. Select the refresh button to display the cost centre in the list below.

Using the Arrow icon to select the cost centres that the user needs to have access to when creating an expense claim. The Bin icon can be used to remove cost centres from the profile.

Coding Defaults

Use the Search link to find the default cost centre or other coding items for this claimant and click the Set default link to assign. The bin icon will remove that code from the claimant. Any defaults set will automatically populate the coding section when entering a claim.

Vehicle

Use the filter or select the arrows in the bottom left corner to find the vehicle required. The Selected box displays the vehicles already attached to this claimant and the Available box shows other vehicles set up on the system which can be added to the claimant using the Add or Remove links.

Mileage Rates

This is the Mileage Rates policy the claimant uses, as most companies have different mileage rates for Personal and Company vehicles. It is possible to have more than 1 policy. Using the arrow icons, select the expense policy that the user needs to have access to when creating an expense claim.

User Limits

Here you can specify specific limits to users for claim categories.

Click Add a new limit, and enter the limit you want to assign. The Period option will allow specifying whether the limit is for a day, week, month and so on.

A hard limit means the user cannot submit a claim which exceeds the limit. An advisory limit will allow the user to submit a claim but generate a warning message.

Claim type

Select the claim type the user needs to have access to when creating an expense claim. This allows claims to be split at the interface (report) stage, it is sometimes used where different claims require different interfaces.