Submitting Project Expenses
This manual is to be used when submitting any expenses related to projects.
The system allows for 2 types of expense claim, “Business Trip” and “Out of pocket expenses”.
To assist in determining what type of claim you are making, be advised that “Business Trip” provides a
defined period and destination for the claims and allows for mileage to be included.
Sign into SAP using login details provided:
https://my352031.sapbydesign.com/
Update Payment Information
Before you start, please ensure that your payment information is updated in the system. Navigate to
Home->Self-Services->Edit Payment Information
Select the Payment Method ‘Bank Transfer’ and enter your bank account details. If your Bank is not in
the database please contact [email protected] or [email protected].
Then click next to review your information and finish.
Navigating to your expense report submission
If you are entering your own expenses report:
Select ‘Home’ Self-ServicesNew Expense Report
Alternatively, if you are submitting a report on behalf of someone else:
Select ‘Travel & Expenses’ from the menu ‘New Expense Report on Behalf’
Start typing a name into the box, or select and select the name from the drop down list.
Entering General Information
Once you have entered a name you will be presented with further information fields:
IF Submitting Business Trip Expenses
Select Business Trip as the Type of Expense Report.
You will then be presented with further information fields.
Complete all boxes in red above:
Purpose – Enter the purpose of the trip
Additional Remarks – Enter any additional information
Posting date - Enter the date you are completing the expense claim.
Dates and Locations – Enter the Start and End Dates of your trip, the Departure From and Final
Destination and Country. If there are any additional destinations please select ‘Add More Destinations’
and enter the additional information.
Mileage - If claiming mileage please enter the amount of miles in the ‘Total Distance’ box – if you are not
claiming mileage please leave as 0.
Move on to Reimbursement method detailed below.
IF Submitting Out of Pocket Expenses
Select Business Trip as the Type of Expense Report.
Complete all boxes in red above:
Purpose – Enter the purpose of the trip
Additional Remarks – Enter any additional information
Posting date - Enter the date you are completing the expense claim
Reimbursement Method
Please check that the personal bank details displayed are correct. If they are incorrect or not entered
please ensure you have complete the first step in this manual ‘Update Payment Information’. Then you
can select ‘Edit Reimbursement Settings’, and select your bank account.
Cost assignment
‘Project Task’ should always be selected as the Account Assignment Type.
Please select ‘Edit Cost Assignment’ to select the correct Project task for the month.
Account Assignment Type: Project Task
Project Task:
Select the button and select the Project Task Name with the month that the expense claim relates
to.
If you are working on multiple projects you can assign a percentage to each project.
You are able to overwrite this initial assignment for individual expense lines whilst in the body of the
submission, this will be explained in the next section.
Once you have completed the cost assignment, click ‘Next
Adding Expense Line Items
Step1: ‘Add Row’- this will be done for each expense item to be claimed. Note: If you have
entered Mileage in the General Information Tab, you will not need to add them again here.
Step2: Enter the Expense Date, Expense Type, Expense Amount and Currency, as well as a
description of the expense
To choose the correct Tax Code, please refer to your receipt or invoice.
General VAT rules to follow:
1. The receipt/invoice must contain a VAT breakdown
2. The receipt must contain the VAT registration no. of the supplier
3. If the receipt is addressed to you personally and not Connect44, pick ‘Out of Scope Purchase’.
Step 3: If any of the expense line items are not related to the project/s chosen in general
information, you can overwrite the cost assignment by selecting ‘Deviating Cost Assignment’.
Otherwise leave this blank.
You will need to do this on each individual expense line if it differs from your default.
Step 4: Select ‘Attachment’ to add receipt.
Select ‘Add’ – ‘File’ and then select the receipt you would like to attach. Please add the corresponding
receipt for each individual expense line.
If you have another expense claim to submit click “Add Row” and perform Steps 1 to 4 until all expenses
are entered
Once you have added all of your line items, click next to review your expense claim.
Review and Submission
Check that all details on the final submission screen are correct and select finish.
You will then receive confirmation that the expenses have been submitted.
If any errors have occurred or any missing information has not been completed then you will see prompt
messages pop up at the bottom of the screen along the way.
Approval
All submitted expenses will first be sent to an appropriate accountant for review, before being sent on
to the line manager for approval – this will all happen automatically within SAP.
Tracking your Expense Claim
You can check the progress of your claim by navigating to Home ->Self-services->Track My Expense
Reports
‘Track My Expense Reports’
Here, you will be able to check the Status of your expense claims, or any claims you have submitted on
behalf of someone else. You can also edit and delete expenses claims from this page.
Once your expense claim has been fully approved, you will receive a notification in your inbox that your
expense claim is ready for payment.
Only fully approved expense claims will be paid. Payment runs will be on 15th and the final day of each
month, or the Friday before should this fall on a weekend. Please ensure your claim is submitted
correctly and with sufficient time for the approvals to be performed to ensure it is paid in the scheduled
runs as this is an automated process.
