PROCESSING CREDIT CARDS AND EXPENSES VIA PEOPLEHR
ANDROID
Credit card purchases and personal expenses are to be processed via the PeopleHR app on your mobile phone (NB it cannot be done via the website) The app looks like this and is available from Apple and Android app stores for you to download:
Log in using your usual username and password, or use the “unlock with Touch ID” function if you have it set up.
CREDIT CARD PURCHASES can be saved within a monthly report throughout the month as they are made. To do this, firstly you need to create a report, ie “January 2021 credit card”.
In the menu, go to “Expenses”:
On the “Reports” screen that appears, press “Add new”.
Title your report and click next to save. Your report will then appear in the list.
If you have created a previous report, on the “Reports” screen that appears, press the “+” in the top right hand corner. Title your report and click next to save. Your report will then appear in the list
The first time you add an expense to the January 2021 report, the screen will have an option to “Add new”:
Thereafter, you will have to press the “+” in the top right hand corner.
Each credit card transaction should be accompanied by a picture of the receipt, which can be uploaded straight from your phone. The photos can be saved within an album on your phone if you wish:
Enter the transaction details into the fields on the screen:
You may have to create a new merchant; once you have done this, it will be saved so you can use it again. There may also not always be an appropriate costing category or tag; in this case, just select “Other”.
The client option is for use in Gillingham only. If your expense is chargeable to a project, please click the slider and input the INO number
As purchases are made, you will see them appear in your report.
Credit card statements will be distributed to all card holders at the beginning of the month. Once you are happy that your PeopleHR report reconciles with the statement, submit for approval. This will send it to your line manager. You will get notification when they have approved it, both by email and and alert to your mobile.
If you are a manager, you will receive a notification via PeopleHR that there are expenses for you to approve. Please log on to the app, check the expenses and approve or reject them. Please note that as a manager, it is your responsibility to ensure the expenses are correct and in line with the company expenses policy.
The process for PERSONAL EXPENSES that you require reimbursement for is slightly different. You can use the “Add expenses” option on the home screen:
Please upload a picture of your receipt, enter the amount, give the expense a name and add it to your monthly report. You need to ensure you annotate it as “reimbursable” – this is how the system knows it is a personal expense, not a credit card purchase. This will ensure you are reimbursed via payroll at the end of the month.