Submit Expense Claim for PFA | Scribe

    Submit Expense Claim for PFA

    • Mike Wheatley |
    • 10 steps |
    • 2 minutes
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    **PLEASE NOTE!** Travel Expense Claim forms for Patient Family Advisors (PFAs) are to be completed by the team the PFA is on, not by the PFA themselves.

    Log in to Travel Expense Claim Form

    1
    Open your web browser and go to <https://webapps.nshealth.ca/te> to open the online Travel Expense Claim form.
    2
    Log in using the following info: - **Domain:** Select *your* domain from the drop down - **Employee ID:** Type 99999 into the box (**do not use *your* employee ID**) - **Windows Username:** Type *your* NSH username into the box - **Password:** Type *your* NSH password into the box Then, click "Log in".

    Create a Travel Expense Claim

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    Click "Create Travel Expense Claim" to create a new expense claim.
    4
    Fill out the form as follows: - **Employee ID:** Leave as 99999 - **Department:** Name of the team the PFA is on - **Cost Centre:** Cost centre # of the team the PFA is on - **Claimant First Name:** PFA's first name - **Claimant Last Name:** PFA's last name - **IO# (If applicable):** Leave blank - **Home Mailing Address:** PFA's full mailing address - **Email** & **Confirm Email:** PFA's email address - **Manager's Email** & **Confirm Manager's Email:** Email address of the NSH user responsible for the cost centre you entered above
    5
    Click "Add Expense Item" to add each item to the expense claim. Enter in the applicable numbers and costs for each item. PFAs are eligible for the same meeting expense reimbursements as staff. Please refer to the [**NSH Travel Policy**](https://policy.nshealth.ca/Site_Published/NSHA/document_render.aspx?documentRender.IdType=6&documentRender.GenericField=&documentRender.Id=91414) and [**NSH Travel Procedure**](https://policy.nshealth.ca/Site_Published/NSHA/document_render.aspx?documentRender.IdType=6&documentRender.GenericField=&documentRender.Id=91416)for more information.
    6
    In the **Claimant Comments** box, type "Please provide payment via cheque". **PLEASE NOTE:** Some teams set up direct deposit for their PFA(s), speak with your PFA(s) to see if this is their preferred method of payment. If so, do not add the "Please provide payment via cheque" comment in the box. You will receive a request from Accounts Payable for your PFAs to submit a void cheque to set up direct deposit.
    7
    Upload any required documents and receipts by clicking the **Browse** button and choosing files.

    Save claim for completing later

    8
    Click "Save" to save the expense claim without submitting it. Your claim will be saved for 7 days. If you need more time, be sure to open your claim before the 7 days are up, edit and save again to advance the save period ahead for another 7 days.

    Edit a saved claim

    9
    - Make sure you are logged in using the 99999 Employee ID # - Go to the summary page by clicking **NSH Travel Expense** on the menu bar at the top left–hand side of the page. - Scroll to the saved claim and click **Edit** on the right-hand side. - Make changes, as needed. - Click the **Save** button to save the claim for another 7 days or click the **Submit for Approval** button when you are ready to submit. Saved claims are deleted after 7 days and cannot be recovered.
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    **PLEASE NOTE!** **Clicking "Save" does not send the claim for processing and payment!** You must click "Submit for Approval" in order for your claim to be sent for processing and payment.

    Submit claim for Approval

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    Once you've finished adding all applicable items and attachments to the expense claim, click "Submit for Approval" to submit the claim for processing and payment.
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    **Here is what happens to the Travel Expense Claim once you click "Submit for Approval":** - The NSH user you selected in the "Manager's Email" field will receive an email requesting approval for the expense claim - Once the Manager approves the claim, it is sent to the Accounts Payable team for final approval and processing - If the claim is approved, the Accounts Payable team will process the claim and mail a cheque to the PFA at the mailing address in the claim form (or will deposit directly in PFA's bank account if this has been set up as per Step #6) - If the claim is denied, the submitter will receive an email asking them to check the details of the claim for the reason it was denied **If you experience a delay in the processing of the expense claim,** first contact the approving Manager to ensure the claim was approved before emailing [email protected] for further assistance.