Expenses Guide

To enter your expenses online please click here to access the InTime portal

You will be asked to enter your username (Which has been sent in your Welcome Email) and password (which will have been sent in a separate email)

Entering your Expenses

First click Claim on the Expenses menu. You will then be prompted to select the placement you wish to claim against. Once you have done this, click OK to proceed.

You will now be presented with a blank expenses claim form similar to the screenshot below.

Expenses Pic 1

In the above example, a default template and a gross value entry method are already selected for you. If these are correct for your claim, you can immediately start entering the details of you claim.

Otherwise, simply select the correct template and entry method from the provided dropdowns before continuing. 

Once you have filled in all the required fields, you should see a screen similar to the one below:

Expenses Pic 2

If you need to claim for more items, just click the Add item option to enter more lines as before.

Once you have finished your claim, just click the submit button. Unlike the timesheet submission, there is no warning screen, so please ensure the details you have entered are correct prior to clicking the submit button.

If you need check details of your submitted expense claim, or to see if your manager has approved them, click “Unauthorised” on the Timesheet menu. Note that rejected expenses will reappear in your “rejected” section and approved expenses will appear in your “approved” section automatically.

You can now view the status and summary of your submitted expense claim. By clicking the relevant expense item you will be able to see a detailed view of the expense. Note that you will only be able to modify rejected expense claims.

Please note: Expenses are only paid upon receipt of funds from the client. Please check your client's payment terms with Syntax to ensure you know when you may receive funds.  

Definitions:

  • Submitted: A submitted expense is one that you have created and submitted for approval. Submitted expenses cannot be modified, so ensure the details are correct before submitting.

  • Approved: An approved expense entry is one that has been approved by your manager for payment. This will be paid on the next relevant payment run.

  • Rejected: A rejected expense entry is one that has been rejected by your manager. The manager may have provided a comment as to why the expenses claim was rejected. Once rejected, expenses can be edited via the expense rejection menu option.

Contractor Invoicing

We operate a Self Billing system where you will receive remittance. Please read and accept the Self Bill agreement uploaded on our InTime portal for our LTD Contractors.

This means Syntax will generate Invoices on your behalf. Otherwise please contact your provider (i.e. Umbrella company).

 

For further assistance, please contact Rosie Meehan in our Accounts Team on
01332 287713 or by email at invoice@syntaxconsultancy.com