vol s&p - expenses walk thru sept v1
TRANSCRIPT
Volunteering Systems & Processes
Expenses walk through
Volunteer Expenses
Request Expense Account
Request Expense Account
Create ExpenseCreate
Expense ApprovalsApprovals Submit ReceiptsSubmit
ReceiptsReimburse Expense
Reimburse Expense
FSC Process
FSC Process
As far as possible, the system will replicate the features within Staff Expenses.
Volunteer Expenses - overview
.
Key Stakeholders Volunteers, Volunteer managers, Budget Holders, VCI Consultants, FSC, VCI Whole Trust, S&P programme team
Current Process This process includes all activities related to volunteer expenses across National Trust sites - including processes from creating expense accounts, submitting, authorising and tracking claims and reimbursement
Current Challenges • Operational efficiency – duplication and amount of time taken to process paper claims at properties;• 20% of claims rejected by FSC due to errors on forms; paper claims lost in the mail – leading to volunteer frustrations;• Inconsistency of volunteer experience – different rates and application of rules such as use of petty cash (no way to trace / audit this)
Systems and Processes Programme deliverables
• System – ability for volunteers to create expense accounts and submit claims online (similar to staff e-expenses)• System – ability for volunteer managers to authorise claims, track and report on volunteer expenses • System – support communications to both volunteers and volunteer managers to help track claims and thank them for support• Guidance – revised instruction and guidance to reflect new online process (roles and responsibilities and timescales) and support consistency in use of petty cash • Guidance – new guidance to support volunteers in terms of steps and rules – including use of ‘receipts’ envelope (tbc whether this is separate from guidance for vol managers)• Forms / templates – new receipts envelope. Away from receipts all paper process and forms to stop. Volunteer Managers to be able to submit claims for those volunteers not online
Benefits through systems and processes programme
• Timeliness of payments to volunteer bank accounts (to bring in line with staff process)• 1 FTE saving in FSC• Improve operational efficiency – taking workload away from volunteer managers by volunteers self service
Pre system implementation
(Dependencies)
• Clarity on roles and responsibilities re. approving claims – in line with new process• New guidance for volunteers and volunteer managers + receipts envelope• FSC understanding and training
Expenses System Out of Scope
• Expenses as ‘Gift Aid’
• Scheduling – association but not dependency
• e-Scanning of receipts
• FSC internal processes
• Other than are impacted by solution
Expenses Workshop Feedback
• Very clear feedback supporting Programme aims
• e-Solution
• One stop shop
• Volunteers own their Expenses
• Simple, seamless
• Reduce errors and duplication
• Remove paper
• Clear rules and improved guidelines
• What is our Expense spend?
• Analysis of decisions e.g. fuel rate changes
We’ve had some big questions….that we’ve managed to address
Volunteer Expenses
Online / core process
Note: the following slides aim to reflect the process flow and Volunteer experience. The system and role names are undefined,
screens shown are not wireframes.
High level process: Online Volunteer Expense Account Request
FSC create Expense Account
on APTOS
Volunteer submits request
Volunteer wishes to claim Expenses
incurred
Volunteer creates expense account request :
Bank details, email, confirm personal details
The Volunteer must be ‘active’
No management intervention/
approval required
Daily data file from database
Volunteer accesses the Volunteer portal through a secure login
class Expenses
NT Volunteering Portal
Welcome to the NT Volunteering Portal, select the tab you want to begin your volunteer journey
I want to volunteer
Places Expenses
The Volunteer must create an Expense Account before submitting any Expense claims.
class Expenses
Volunteer Expenses
Hi Charlie, before you can claim an Expense, you will need to create an Expense Account. Click on the link below to follow the easy step by step guide.
Create my Expense Account
Expense Account: Volunteer data from the BBCRM pre-populates some fields
class Expenses Walkthru
Expense Account - about me
Volunteer ID
Volunteer Name
Primary Location/ Manager
Email address
Accept T&Cs
123456
Charlie Watts
Heelis/ Andy Parker A
Pre- populated information about the volunteer
- reduce errors in key data.
The Volunteer has the ability to change some of
the data.
A
X
The Volunteer adds in additional information such as bank details
A volunteer can manage their bank and email details within their Expense Account. This information is used
by APTOS to reimburse expenses
class Expenses Walkthru
Additional information
Before you can create your Expense Account we need some additional information about you.
Bank Account Number
Bank Account Name
Sort Code
36478238723 A
Submit My Expenses Account
Time period (TBD) between
submitting expense account
request and being able to submit
a claim
Charlie WattsA
«artifact»10- 11- 44
Expense Account Process• Every Volunteer will need to submit an Expense Account
request before submitting an Expense Claim• File of Expense Account requests APTOS • APTOS uses the ‘Volunteer ID’ created in Volunteer database
as the Expense Account Number• This ID will always appear on the interface and associated
documents when a Volunteer is managing their Expenses• Time period (TBD) window required before an expense claim
can be created – allows FSC to receive and create the corresponding expense account on APTOS (for payment)
High level process: Online Volunteer Expense Claim
Volunteer submits claim for approval
The Expense Account request has been processed.
The volunteer has incurred expenses
Volunteer creates claim: dates, expense types, journey details etc.
Volunteer may edit claim
Approver approves or rejects claim
FSC authorises claim for payment
Volunteer posts receipts to FSC
FSC receives receipts envelope
File of authorised claims to APTOS
APTOS reimburses expense amount to
Volunteer bank
Volunteer receives e-remittance advice
Claims remain open
Ability to copy
Approver is notified
File of data from vol database
Aim: process
claim in 48 hours
After the Expense Account has been created on APTOS, the Volunteer can create an Expense claim.
Claim summary, expense line items.
Ability to create, edit and delete, and submit for approval.
class Expenses Walkthru
Create an Expense Claim.
Welcome back Charlie, please complete the information below to submit your expense
Select date from:to
J ourney From/ To
12/ 03/ 2013
Post code
Expense Type - select a type you want to
claim for
Travel - fuel Mileage
Travel - bus/ train
Subsistence
Receipts Included?
Ability to select
mult iple expense
types for an expense
occurrence eg
subsistence and fuel
for one day
Submit for Approval
A
Remember!
Use the green pre- printed receipts
envelope. Expense claims cannot be paid
back unless you post this information to
us
Volunteer ID: 123456
«artifact»Y or N
Upon submission, the Approver receives an email notification. They can approve, reject and amend the claim eg budget code to
a different dept.
class Expenses
Emai l Notifi cationEmai l Notifi cation
To: Andy ParkerFrom: Volunteer ExpensesSubject: Expenses Requiring Your Action
Hi Andy,
you have 3 Expense Claims that require your action, please login to the Volunteering Portal at the url below to complete these i tems:
https:\ \ volunteeringportal.com
FromVolunteering Portal
The Approver/Volunteer manager is able to submit Expense Claims on behalf of others
APTOS will send payment notification
class Expenses
Email Notifi cationEmai l Notifi cation
To: Charlie WattsFrom: APTOSSubject: Successful Payment of Your Recent Expenses
Hi Charlie,
your payment for Expense claim number 4847376 has been authorised for payment via BACS which you wi ll receive into your bank account over the next 48 hours.
FromAPTOS
The status will not be updated in Volunteer
Expenses
Remittance by email not paper
FSC Processes• The FSC receive the Volunteer Expense envelope – this is the
trigger for payment– Receipts and VAT Receipts– Different colour envelope– Audit
• The FSC access the Volunteer system and match the Expense envelope details with the Volunteer system
• They can view and amend claims• They can authorise payment within the Volunteer System –
only if the Expense Envelope has been received• Authorised Expense claims are then uploaded to APTOS for
payment
Summary of Key ChangesCurrent Capability To-Be Capability
Paper account requests/claims/ remittance advice
e-Solution, e-Remittance from APTOS
Dependence on “Admin” throughout Self-serve – manage Expense Account, Expense Claims, visibility of claim status
Manual input: APTOS/Expense Account ID/ VMS
Batch updates, system generated Volunteer ID, VMS decommissioned
Potential for data security issues: paper copies kept, forms missing etc.
Secure, on-line solution
Data and Reporting: limited and varied Data and Reporting throughout NT hierarchy, ability to assess impact of rate changes
Duplication: error-prone process checking throughout
Remove duplication, error-proof solution and add quality steps. Eg approval checks, budget codes from APTOS, drop down selection
FSC check each claim Audit X claims (TBC)
No enforced claim period Claims must be submitted within 3 months
Reimbursement ~5weeks Reimbursement within 48 hours of envelope at FSC