In order to claim your subsistence for either a domestic or abroad trip select the category called either Subsistence or Allowance.
Start by entering the Trip start and end dates and times and select from the drop down whether the trip was domestic or abroad.
If the trip is domestic you will be asked to enter your end location, MyExpenses will then calculate the shortest distance from either your home or work location to ensure you meet the requirements to reclaim subsistence within the Civil Service Rates guidelines of 8 KM for a day time domestic trip and 100 KM for an overnight trip.
Once that information has been entered MyExpenses will calculate the subsistence due to you based on your trip details.
If you wish to check the rates applied, or change any, please use the Edit rates button.
If any meals have been provided by the organisation you visited they can be selected in the Deductions dropdown and will be applied to the subsistence rate as a deduction. The meal rates applied are fixed.
Select the meal, or combination of meals and Save.
Equally if MyExpenses has calculated the incorrect rate for reimbursement, you can change it using the Calculated rate drop down.
All rates used will be saved in the notes of the claim line so that authorisers and the finance team can see the calculation made.
In the case of travel to Dublin for domestic trips, if you are using the Vouched Accommodation Rate, claim the vouched rate by selecting ‘vouched accommodation rate’ from the drop down in the Special Rate Box. Then claim for the actual accommodation cost (subject to the maximum rate) in a second claim line using the Dublin Accommodation category. Input the date / number of overnights and the accommodation cost, and upload the receipt.
Accommodation can then be claimed for using the Dublin Accommodation category.
On completion of the description and coding use Save to save the claim line.
