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DMUhub: My Expenses and My TAS launched

We are delighted to announce that we’ve launched three new DMUhub tiles.

My Expenses main

My Expenses and My TAS have been added to your ‘My Details’ section and if you are a Manager you should now have the ‘My Team’ section with an Approve Expenses tile.

Expenses

The new expenses process is now fully automated from submitting your expense reports through to approval and payment. What’s more, you can now track your expenses and see what stage they have reached in the process at any time, from anywhere. 

My Expenses tile

All new expense reports should be submitted through DMUhub from Wednesday 6 July. 

We acknowledge there may be some e-F15 forms ‘in-transit’. These will be accepted up to and including Monday 31 July. Thereafter, any e-F15 forms received for processing will be returned to you for direct input via DMUhub.

Submitting expenses has never been easier

Gone are the days of filling out paper forms, searching for receipts, walking around campus to get the right signatures and then waiting for the next payment run.

With DMUhub, we have made the process much slicker and more transparent. We’ve even worked with your Faculty/Directorate to pre-populate your most used cost centres and WBS codes.

If you can’t see the code you need, please contact your local Finance Administrator. If you do not have access to a Finance Admin team please send an email to Preeya Samji giving full details of your request.

Now you can do your expenses on the go

With the My Expenses tile you can start an expense report, for instance at the beginning of your business trip, save it and quickly add your expense items when you need to. If you’re using a Smartphone you can even take a photo of your receipt and attach it electronically (PC/Mac users can attach a scan). At the end of your trip, simply press ‘Submit’ and it will  automatically be routed to your line manager, then cost centre manager/budget approver. 

If your expense relates to an academic research project, it will automatically be routed to the relevant Research and Innovation Officer (RIO) and then to the responsible person for the project you are claiming against.

Once approved your expenses are added to the next weekly payment run. The new cut- off for fully approved expenses is 5pm every Wednesday. Payments will be released via BACs on Thursday and paid direct into your bank account the following week.

How to use the My Expenses tile

There’s a number of resources available to help you:

All this and more is available in the My Expenses section of the DMUhub area on the staff webpages.

Approve expenses

Approve expenses

If you are a line manager, budget approver, RIO or responsible person you will have the ‘Approve Expenses’ tile in the ‘My Team’ section.

From here you can view the full expense report including any attachments and either reject or approve the request.

For assistance when reviewing expenses please refer to the Reimbursement of Business Expenses Policy for further information.

If you’re unable to approve expenses because you are on leave or away from work we have an escalation process in place. We will email all approvers with further details.

To support you further we’ve also created a one-page Busy Person’s Guide, step-by-step training manual and e-learning video for guidance on how to use this tile.

My Expenses: Where to go for help 

If you need a cost centre or WBS code adding to your My Expenses tile, please contact your local Finance Administrators. If you do not have access to a Finance Admin team please send an email to Preeya Samji giving full details of your request. 

Alternatively, follow our usual support pattern with any DMUhub query, not just technical support: 

Step One: Check the DMUhub resources on the DMUhub area of the staff pages for the latest resources and FAQs.

Step Two: Talk to your local Change Champion. Click here for the list of Change Champions by area. We have more than 100 Change Champions across faculties and directorates who have been trained on how to use the two expenses tiles.

Step Three: Contact the ITMS Service Desk (ext. 6050) or email them here.

My TAS 

My TAS Tile

‘My TAS’ (Time Allocation Survey) is only applicable to certain academic colleagues who have been selected to participate in this year’s TAS.

The tile will be visible for all staff but only this year’s selected academic staff will be able to use it. The following message appears if you are not required to use this tile:

My TAS message

Posted on Friday 7th July 2017

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