Expenses
Web Expenses was rolled out to the university community on 19th April 2010.
To access Web Expenses, you will need to log in to Agresso using your BUCS username and password.
Updates
- Expenses to go electronic! (April 2011)
- Project Update (Newsletter 16.4a Nov 10)
- Project Update (Newsletter 15.4a July 10)
- Project update (Newsletter 14.2a Apr 10)
Payment Options
- Payment of Web Expenses (Newsletter 16.4b Nov 10)
Training Options
If you can not find the answer to your question here, try looking at the FAQs before raising a ticket with the BUCS Service Desk.
Newsletter Articles
Updates
Expenses to go electronic! (April 2011)
The volume of expenses received via the web means that we are coming to the point where it is no longer sensible to support a paper system and it is our intention to no longer accept paper claims from 31 July. Paper claims will be paid as normal up until this date but it is hoped that the remaining paper claimants will start to use the web based system during this time. Full news article...
Postgraduates are now on Agresso (March 2011)
Agresso access was made available to Postgraduates in March 2011 so that expense claims can be made online. A series of demonstration sessions are currently underway.
Project Update (Newsletter 16.4a Nov 10)
Since web expenses was launched on 19th April uptake has increased month on month from 19% in the first month to nearly 60% in October.
The next phase of the project will be to extend its use to postgraduate students. We will soon be announcing details of demo sessions which will be run for both postgraduates and staff who may have missed the sessions the first time around to see how to submit a standard claim.
Having spoken to a number of users regarding their experiences of using web expenses, we have been able to refine the process as it has developed. A special thank you to William Megill and the staff from UKOLN who have provided us with feedback on their experiences of using web expenses. This gives us a much clearer picture of how a group of remote users experience the process.
William has had a more difficult experience than most due to his remote location during field trips:
‘For people who are on campus, with fast internet connections, and a desk to work from, I understand the system works great. Indeed, now I'm home, I can't really complain. Stuff goes into the system, and payment happens usually within the fortnight, though we could do with two BACS runs a week instead of the current one.
I'm sure the powers-that-be will eventually work the bugs out of the system, but for the minute, my evaluation is that while the concept is excellent, the improved record-keeping & access to those records will be of great help, and the quick turnaround in payments is well appreciated, the horrible web interface makes the system a nightmare to use.
That said, I couldn't have run my most recent summer of fieldwork without it. I put £12,701.12 through the system over 27 claims during the ten weeks I was at sea. In previous years, I've had to carry that on my credit cards until I got home. This year I was able to function with a very much smaller overhead. So in that sense, the system is a big improvement over what used to be in place.’
If you would like the team to come and demonstrate the process please contact J.Regan@bath.ac.uk.
Web Expenses have now been available for two months and feedback regarding the project has been very positive. During the first month, 35% of all claims were received through Agresso. If you missed out on our demonstration sessions and now feel that you would like some more information, please let us know and we will endeavour to arrange another session.
Project Update 
(Newsletter 14.2a Apr 10)
(Newsletter 14.2a Apr 10)Details of training sessions and FAQ's.
Payment Options
Payment of Web Expenses (Newsletter 16.4b Nov 10)
The quickest and easiest way to receive your payment is through BACS to your bank account, payments are made every Monday. If you would like to be paid through BACS rather than by cheque, please let the Payment Office know the bank account and sort code details so that the system can be updated. You can do this by:
• Adding details as a note to your receipts when submitting your next claim
• Phone (ext 6209)
• Visit the Payments Office in person (Wessex House 4.11).
Don’t forget to let the Payments Office know if your bank account details change – expenses are paid through a separate system to payroll so both offices will need your new details.
Training sessions:
A number of options are available for those who require further information and guidance:
• Drop in Clinics - currently being held each Monday and Friday between 11.00am and 1.00pm at the BUCS Service Desk on Level 2 of the Library, there is no need to book, simply turn up with your claim.
• IT Training - currently running practice sessions and a specific Department Administrators course. More details can be found on the IT Training website.
• Training manuals - available on the IT Training website, one quick guide for simple claims and an in depth manual.
• Camtasia video’s - available to guide you through the process of making and approving claims. These are available on the IT Training website.
The paper process will continue to be available but individual departments have already indicated that they will not continue to complete the paper forms on behalf of members of staff, instead preferring to enter claims online.