Select and complete form

You can click the or or icon to the right of any transaction to complete the coding for it or add any required details. Depending on your set up, when you click the icon you will be taken to the Coding tab of the Transaction Details window, or directly to the Options window from where you can select a Spend Wizard to complete.

If you are first taken to the Coding tab of the Transaction Details window, but you know you need to complete a Spend Wizard for the transaction, you can access the Options window by clicking the Expenses tab.

From the list of form headings on the Options window, select the one that best fits the nature of the transaction you are completing.

There are several custom Spend Wizards, also known as forms, that have been set up based on the National Joint Council (NJC) mileage and per-diem rates which may be relevant to your trip. To view the calculation for each allowance item, hover your mouse over the number or amount field. To find out more about the NJC rates, go to http://www.njc-cnm.gc.ca/.

• 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.

To select and complete a Spend Wizard:

1. Move your cursor over the list of categories in the window. As you do this, help text appears at the base of the window that describes the purpose of each category.
2. After reviewing the options, click the category you want.

   The Allocation tab appears.

   Note: The layout of the Allocation tab is unique to your organization. The fields displayed, the number and order of these fields, and whether they are mandatory or not, depends on your organization. If you need more help to complete these screens, contact your internal administrator.

3. Enter the amount of your expense against the applicable amount field(s).
4. If you are required to link one or more employees to a subamount field, click the linking icon next to the field. Use the Employee Linking Search window to search for employees by employee ID, first name, last name or company unit. When you return to the Allocation tab, you will notice the linking icon has changed colour and the number of linked employees displays in the sub-amount field.
5. If you are required to link one or more external contacts to a subamount field, click the linking icon next to the field. Use the Contact Linking Search window to search for individuals or organizations. If an external contact cannot be found, you can add them by clicking the Insert New Contact link. Once added, this contact will be available to all users in your organization via this search window. Contacts can be deleted only if they have not been used previously.
6. To display information about a particular amount field, click the help icon . Note: Rated amount fields are limited to 4 numeric characters, which means if you are claiming mileage, the maximum individual trip is 9999 miles/kms.
7. Click Save.

   Depending on your company setup, you will be taken to the Coding tab to complete the coding of your transaction, or you may have to provide additional details on the Comments tab of the form.

8. Complete the fields as required by your organization.

   Note: The setup of this Comments tab is unique to your organization. The narrative or date fields displayed, whether they are mandatory or not, and whether you are required to answer yes/no questions, depends on your organization. If you need more help to complete these screens, contact your internal administrator.

9. Click Save.

   If you completed all mandatory fields, the Coding tab appears for you to complete the coding for this transaction.