Our most frequently asked questions about fully self-managing your funding. If you can not find the answer to your question here, then please call our CEC on 0508 462 427.
What is a Pay Cycle Calendar?
We have two pay cycles, 1 and 2 (Tuesday payment). You will receive a relevant Pay Cycle Calendar each year that highlights due dates for submitting expense claims. If you are unsure, then you can check with our Customer Experience Centre (CEC) on 0508 462 427.
Where do I send the expense claim forms?
When are expense claims due?
Expense claims are due every fortnight by midday on Monday. Please check your Pay Cycle Calendar to see which fortnight your expense claims are due. You will also receive an email reminder two days before the due date.
I sent an expense claim form. Will I receive a confirmation?
You will receive an automatic email acknowledgement if you sent your expense claim to us via email. If you are using the Client Web Portal, then you can track progress here.
I received a confirmation from Accounts, does this mean everything is okay?
The confirmation email is only an automated acknowledgement that we have received your information. We still need to check and process the claim. If we are not sure about something or require further information, then the CEC team will contact you directly.
I have sent in my expense claim, but I need to amend it. How do I modify a sent expense claim?
This will depend on how you submitted your expense claim. If you use the Client Web Portal, then you can modify your claim so long as you haven’t already verified it. In the event that you have already verified the expense, then you can call our CEC to make any changes.
If you are not on the Portal, then you will need to contact our CEC team to make any changes. If your expense is already processed and paid, then we will make the adjustment as soon as we can.
I sent my expense claim in late – will I be reimbursed on time?
If you send your expense claim after midday on Monday, we cannot guarantee that we will be able to pay you on time. If you miss the deadline, where possible, the claim will be processed and paid the next working day.
My employee has just resigned, do I need to send in any forms?
No, as we do not manage the payroll for your employee, we do not need this information.
How do I add an invoice to my claim in the Client Web Portal?
You can add an invoice to your expense claim by clicking on the Attach link in the Invoice column on your expense claim. For more information, please see the Web Portal Manual.