Expenses
This page focuses upon the accurate reimbursement of expenses incurred by employees in the course of their duties.
In order that claims are reimbursed in the month they are submitted, these must be received in the department by 5th of each month.
Paper Claims
The links below enable employees to easily download the claim submission forms approved by their organisation.
The Newcastle upon Tyne Hospitals NHS Foundation Trust Travel Claim Form
Northumberland, Tyne and Wear NHS Foundation Trust Travel Claim Form
NHS North Lincolnshire Clinical Commissioning Group
North of England Clinical Commissioning Groups
North Cumbria University Hospitals NHS Trust
City Health Care Partnership CIC
North East Lincolnshire Clinical Commissioning Group
Queen Victoria Hospital NHS Foundation Trust
Bedford Community Dental Service
Agenda for Change
Section 17 of the Agenda for Change Handbook (Reimbursement of Travel Costs) has changed.
The new rates of reimbursement will apply to all journeys made on and after 1 July 2013. There are no changes to the existing mileage arrangements for medical and dental staff.
Under the new system, the rates of reimbursement will be reviewed every April/May and October/November, using information published in the AA motoring cost guides, to ensure rates move, up and down, in line with business motoring costs.
Further details can be found on the Payroll blog.
Electronic Expenses
Working in partnership with NHS Payroll Services, Selenity provides Expenses Health, the leading employee expenses management solution for the NHS…
About Selenity
Selenity’s award winning employee expenses management solution, NHS Expenses, is designed to transform how the NHS delivers expenses reimbursement to its employees.
Selenity knows that every NHS organisation is different and have developed a configurable solution to fit in with the unique way each organisation operates. With over 200 NHS organisations already benefiting from Selenity's cloud solutions, back office efficiencies are improved, costs are reduced and compliance is maximised.
NHS Expenses provides:
Fast and user-friendly entry of expenses that guides the user effortlessly through Agenda for Change and local policy.
The experienced solution offering the enhanced bi-directional interface into ESR, which includes Vehicle Records from the Vehicle Repository and Vehicle Allocations; saving you significant time and improving data accuracy within your NHS Expenses and ESR systems.
Mobile apps to enable claimants and approvers to record, submit and approve expenses on the go. Featuring digital receipt upload, GPS mileage tracking and corporate card reconciliation. Available across iOS, Android and Windows Phone.
Automatic and accurate mileage calculations, includes support for 'Agenda for Change' arrangements as well as a long list of NHS specific mileage features. Additional features include; Address+ utilising improved search methods and enhanced address level lookup; and Route+ providing customers with the most comprehensive and accurate map routing technology.
NHS mileage rules such as consultants mileage, home to office calculations, junior doctor rotational mileage and more, are all configured and ready to use.
Duty of care features makes it easy to help you ensure your drivers travel safely during work-related driving. Manage the recording and verification of vehicle and licence documentation. Alerts prompt when expiry dates are due and mileage claims can be suspended if documents are not valid.
Automatic driver and vehicle check using data sourced from the DVLA is populated within the system.
Policy compliance – configured to each organisations policy, ensuring compliance with company policy and HMRC regulations. Configurable flags and limits ensure accuracy, discrepancies are quickly and efficiently dealt with and fraudulent claims are eliminated.
Reporting suite features both a bespoke report builder and over a 120 built in reports to drill down and analyse all areas of expenses spend. Reports can be scheduled and automatically sent via email at a specified time making it easy to change processes and make improvements.
Expenses receipt processing and duty of care document services removing the burden of the whole process for you.
Quick, flexible implementation, with instant return on investment.
Log in to Expenses
If you already have a username and password for Expenses Health you can log on here >>
If you need assistance with your Expenses account please contact payroll on 0191 2031234 or email expenses@nhct.nhs.uk