Employee Expenses

Service Description

The service enables employees to enter expense claims online (24x7) from anywhere, managers to approve online (24x7) from anywhere and includes the subsequent payment to the employee.


Employee expense claims input:

  • Expenses portal for Self Service claim input (24 hours)
  • Proxy claim input with claimant submission (24 hours)
  • Pre-approved offline claim input for non-staff
  • Validation rules as per financial regulations
  • User and account creation and authorisation
  • Expense approval via workflow and approvers portal (UWL)
  • Expense claim deadline processing and escalation
  • Expense approver maintenance, validation and error notification
  • Approver substitutions

Payment and settlement of claims:

  • Expense and mileage rate maintenance
  • Expense compliance checking, receipt processing and exception reporting
  • Claim settlement and weekly payment
  • Post expenses costs to finance system
  • Postings reconciliations
  • Tracking and reporting


Claims input - All regular employees (own claims) and payroll staff (for manual claims on behalf of staff).

Approving and checking claims - faculty/school/section managers and administrators.

Maintenance of the expense approvers and checkers data – school administrators.

Compliance and payment of expenses – payroll staff.

Service Hours

Systems are normally available and supported during core business hours 8.30 – 17.00hr Monday to Friday, excluding University closure periods. Certain systems are available (including the SAP Portal), outside of the above hours but not normally supported.

The “at risk” period is 07:00-09:00 every Tuesday. Further planned maintenance times will be publicised in advance if there will be a disruption to the service.

Level of Service

All data is securely held and backed-up daily.

Support and Documentation

Training guides and documentation can be found at http://www.ncl.ac.uk/internal/finance/expenses/online/index.htm and http://www.ncl.ac.uk/itservice/myworkplace and guides are also linked to from within the portal (https://myworkplace.ncl.ac.uk/irj/portal).

An introduction to the University’s business systems starts at http://www.ncl.ac.uk/itservice/adminsystems.

Training guides, frequently asked questions and information about training courses are available from http://www.ncl.ac.uk/itservice/sap-training/.  

Additional support is available via the IT Service Desk on 0191 208 5999 or it.servicedesk@ncl.ac.uk.

All incidents relating to this service will be handled according to the Incident Management and Major Incident Management processes.

Request Process

For all employees:

  1. The Expenses Portal can be accessed at https://myworkplace.ncl.ac.uk/irj/portal
  2. Log in using your usual Login ID and your SAP Portal password.

For administrators and Payroll staff:

  1. The process for requesting access to SAP is http://www.ncl.ac.uk/itservice/sap/accesstosap/

To obtain approver, checker or substitute roles:

  1. Contact the IT Service Desk on 0191 208 5999 or it.servicedesk@ncl.ac.uk.

To request changes to the system:

A request form needs to be completed using the following link or at the relevant development group meeting: https://crypt.ncl.ac.uk/helpdesk/business-systems/NU-Change-Request-Template.pdf

Requests for any other aspect of the service should be made via the IT Service Desk on 0191 208 5999 or it.servicedesk@ncl.ac.uk.  

User Responsibility

Users are expected to comply with the regulations that are specified on the relevant User Registration form.

Make use of the documentation and the local support service before contacting the Service Desk for help.