Standard and custom Spend Wizards

There are three types of Spend Wizards in your environment:

• Itinerary Spend Wizards are triggered when a requisition is received. The components of the Spend Wizard are completed based from the details of the requisition, such as the flight and hotel costs. You cannot edit these.
• Standard Spend Wizards are used to complete the claim process. You may edit the existing standard Spend Wizards or set up new ones if the need arises.
• Custom Spend Wizards are built up based on the National Joint Council (NJC) mileage and per-diem rates and are used for your allowances and claims. These cannot be edited.

Custom Spend Wizards

The custom Spend Wizards that have been set up are described below:

• Meals, Incidentals & Private Accommodation Allowances. The standard Meals, Incidentals & Private Accommodation Spend Wizard is used to request and claim allowances for up to 365 days.
  • You may enter the same location more than once during your travel period, but the total number of unique locations cannot be more than 10.
  • Once you have entered your travel period, the corresponding number of rows for your claims is displayed: one row for each day of travel. Each day can be split over a few locations to cater for trips where you are in at least two locations per day. This will allow you to correctly mark the claims that are to be made while you were in that location. Use the green plus icon to split the day into multiple locations - once all claims have been made for that day, the icon will be disabled.
  • The Meal Rate, Incidentals, and Private Accommodation drop down lists allow you to select the rate percentage for each category. The available rate types for:
    • Meal Rate are 100%, 75%, and 50%,
    • Incidentals are 100% and 75%, and
    • Private Accommodation are 100% and 50%.

    These rates must be applied as mentioned in the NJC travel directive. For more information, go to NJC.

  • The check boxes for meals and incidentals are automatically selected for you, but you may amend them according to your location. If you want to select a meal type for all the days of your trip, click the Select All check box at the top of Breakfast, Lunch, and Dinner meal options.

    Note: Incidentals are disabled for specific non-public servants.

  • Select the rate percentage applicable for your private accommodation as per the travel policy that applies to you.
  • You need to click the Calculate Allowance button when you are done to generate the total claims for meals, incidentals, and accommodation before you can continue to the Coding tab.
• Dependent Care Allowance. This is used to claim for dependent care. If you are making a claim based on a declaration, enter the number of days in the Days by Declaration. If making a claim based on receipts, click the green plus icon and enter the Number of Days and Amount per Day, as appropriate.
• Private Motor Vehicle Allowance. There are two mileage field types you can use:
  • Calculated Mileage. Click the calculator to display the Mileage Calculator and enter your route. The distance will be calculated for you.
  • Estimated Mileage. This field is used to enter the estimated mileage you want to claim, if you do not want to use mileage calculator map.
• Weekend Travel Home Allowance. Use this Spend Wizard for weekend travel home allowances. The system will check the number of two-day, three-day or four-day weekends that you enter against the number of weekends in your travel period.

The Meals, Incidentals & Private Accommodation Allowance, Dependent Care Allowance, Private Motor Vehicle Allowance and Weekend Travel Home Allowance Spend Wizards are only used for requisitions and out of pocket expenses, and are not available for card and manual prepaid transactions.

Note: The Meals, Incidentals & Private Accommodation (Extended) Spend Wizard is disabled for new requests. However, you can still use it to claim allowances for the requests already created using this Spend Wizard.