Online SPF expenses module

 

Who can claim an expense?

Most items bought using charity funds should be purchased via SBS Oracle, the Trust's procurement system. However, we know that for some items, such as travel, food, or conferences/training, this isn't possible.

Where this is the case, provided you have already had your funding request approved by a Fund Adviser, you can pay for your items or services out of your own pocket, and use the link below to claim the funds back as expenses from the Charity. 

Please note that electrical items must be purchased through Oracle, for safety reasons - and therefore cannot be expensed.

How to claim AN EXPENSE

Before you claim an expense, you will need an account for our online expenses portal. If you don't have one yet, email us at charity.admin@stgeorges.nhs.uk, and we can set one up for you. [If you are a Fund Adviser on a fund, please include this in your email, so we can set up your account correctly].

Once your account has been set up and activated, click the link below to access the portal. The first time you log in, it will ask you to enter your bank details. It will then store these for the future.

To submit a claim, click New Expense on the right hand side, and enter the details of your expenditure.  Make sure you have your receipts to hand, as you will need to upload them to your claim to be able to submit. It will ask you for the fund you're claiming the money from (enter the five digit fund code or search for the name), and for your grant reference/activity (click the magnifying glass and select the top code *SPFSpend, unless you have been given a grant reference by us). 

Make sure you Save your claim, and then click Submit on the next page. You must click Submit on this next page otherwise your claim will not be submitted for approval.

Once submitted, it will be sent to the relevant Fund Adviser(s) for approval. The Fund Adviser will need to have an account for the portal set up to be able to approve your claim. If you're not sure if they have one, please email charity.grants@stgeorges.nhs.uk, and we can confirm.

When Fund Advisers have approved it will be sent to the charity grants team for final approval. 

After it has been fully approved, it will be sent to our Finance team for payment. We aim to make payments within 4 weeks of approval.

You can log in to your account and track the progress of your claim at any time, by clicking History on the left hand side. If you click into your claim, it will tell you its status and if it is awaiting approval, who it is with.

There is a step-by-step 'How To' guide for setting up your account and submitting and approving claims below. Please follow this carefully. If you have any questions, please email charity.grants@stgeorges.nhs.uk and we'll be pleased to help.

Claim Expense  

Alternatively, you can download the mobile app to submit your claim. Use the below links to download the mobile apps or search for “Access Workspace” in mobile app stores.

Android (Google Play)
Apple (iTunes)
Windows Phone (Store) 

HOW TO guideS