General

  1. deleting unused claims

    Allow draft claims to be deleted if they have never had any expenses added. Having empty claims can clutter claims list?

    3 votes
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    1 comment  ·  Flag idea as inappropriate…  ·  Admin →
  2. Search Function

    Search function for claims

    1 vote
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    completed  ·  0 comments  ·  Flag idea as inappropriate…  ·  Admin →
  3. Moving the entries in the list

    Enable moving entries up and down in the list.

    1 vote
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  4. showing the miles alongside CO2 in the printed claims

    When printing/viewing an expenses claim. Can there be a column that tells you the miles (next to the column that says C02). Also would it be possible to indicate whether the claim is a return on the printed form?

    2 votes
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    completed  ·  0 comments  ·  Flag idea as inappropriate…  ·  Admin →
  5. adding non listed users

    Allow users to add passengers who aren't listed as users on claim expenses.

    1 vote
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    0 comments  ·  Flag idea as inappropriate…  ·  Admin →

    This is actually already possible.

    If you want to track individuals, you can just add them as a user to your organisation (with any email, it doesn’t matter if they activate or use their account).

    Alternatively it’s more like a job title or category of people (and especially if you might have more than one travelling at a time) you can set up generic passengers for your organisation. For example, you might just have a generic passenger “Dancers” – you could then record “Dancers x 1” or “Dancers x 20” on a trip.

    You can find the options to set up both of these under the cog settings menu in the top right (if you are an administrator in your organisation).

  6. include option to give claims headings

    It would be useful if there was an option to add a name or heading for each claim. This would make it easy to identify different claims - useful if one administrator is entering several claims at the same time.

    1 vote
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  7. Non travel expense (no VAT rate)

    Is it possible to submit a non travel expense that does not have VAT? i.e food and drink expenses are not charged VAT

    1 vote
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  8. Export Data to Excel

    Can we have a function that allows us to export all the raw data from the expenses claims into excel format? This would help with our accounting! :)

    1 vote
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    0 comments  ·  Flag idea as inappropriate…  ·  Admin →

    You can now export claims to excel format for more advanced analysis, filtering and reporting. You’ll see a button to export your own claims at the bottom of the “My Expenses” page.

    If you’re an admin you can also export claims for your entire organisation with the “Export Claims” option on the “Expenses” menu.

  9. report should only include submitted claims

    draft claims are included in reports. Can they be excluded?

    1 vote
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    completed  ·  0 comments  ·  Flag idea as inappropriate…  ·  Admin →
  10. Postcodes

    Ability to use postcode to enter 'to' and 'from' section.

    0 votes
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  11. List of users

    As an admin, it would be useful to be able to access a list of those in your organisation who have already registered- at the moment I go in to a claim and type their name but a list would be really handy when chasing up those people who haven't yet registered.

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  12. a "paid" button for each claim

    a "paid"button that the finance person can control so that when you review your claims you can see which ones have been paid

    0 votes
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  13. print button

    can you please add a print widget when you need to submit your paper submission. I spend ages looking for the print button and then remember it's ctrl p but a button would be good, thanks

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  14. Allow linking passengers who don't have user accounts

    It would be useful to be able to link passengers who are not users on the system and whose travel doesn't need to be individually tracked.

    For example, to record travel by board members, workshop participants, freelancers only working for a day or two, etc.

    This should also allow the user to record how many of these travellers were on the trip so that it's quick to add say a rail trip for 5 workshop leaders or whatever.

    0 votes
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    1 comment  ·  Flag idea as inappropriate…  ·  Admin →
  15. Allow administrators to view other users' draft claims

    This would make it easier to help other users, manage claims for other users, and collaborate.

    1 vote
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  16. Allow users to label an expenses claim as "credit card", "fuel card", etc

    The system is also suitable for completing common credit card, fuel card, petty cash analysis spreadsheets as well as expenses claims.

    At the moment, users would do this by creating an expenses claim and then writing that it's not to be reimbursed on the paper form - we should provide a way for users to select from these various types within the system so that they're more obviously separated and there's less risk of error.

    1 vote
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    1 comment  ·  Flag idea as inappropriate…  ·  Admin →

    You can now assign a label to a claim to show whether it is expenses, company card, invoice, etc. These labels will appear in the lists of claims and on the printed form to make it easier to manage non-expenses travel within the system.

    If you want to do more detailed analysis of expenditure / travel between different claim types the labels also appear when you export your claims so you can use them as filters etc in Excel.

  17. Support tram, tube and light rail journeys

    There's no obvious place at the moment to enter journeys by tram, underground (eg London or Glasgow), etc. These are probably fairly common especially for Glasgow-based organisations.

    3 votes
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    0 comments  ·  Flag idea as inappropriate…  ·  Admin →

    The tool now supports tram, underground and metro/light rail trips.

    The third-party routing service we use still doesn’t provide accurate rail distances for all underground services, so we are using road distances for the moment (but the appropriate DEFRA tram/train carbon factor).

    In large cities with large underground/tram networks (eg London) these are likely to be fairly close to the actual distance and the error will be quite small.

    In places like Glasgow, there will be trips where it’s much shorter to drive directly across the city than it is to go round the edge on a circular underground line. Our calculations for these trips will therefore be slightly out.

    If your organisation does a small amount of tube travel and a reasonable amount of flying, driving, and longer distance journeys then the error will be fairly small.

    On the other hand if all you ever do is get the…

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