Expenses
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Expenses Claim Page
King’s uses an online Expenses System.
There are also mobile apps available for Android, iPhone and Blackberry, with a Windows Phone app in development.
How do I access the new system?
All you need to remember is: www.sel-expenses.com, it is also available via KingsApps as "Expenses".
If you don't already have an account, just complete the Expenses Registration Form and send it to expenses@kings.hrshub.co.uk
Please note once you have been registered you will be sent an email with the below:
What can I claim on the system?
Please read the Trust's Expenses Policy for full details of what you can claim through the Expenses system.
Conference and course expenses may be claimed with prior approval from an authorising manager. In these cases, an Educational Agreement Form may require signing prior to reclaiming monies. Please read the Trust's Training, Education & Development Support Policy Guidelines for further information.
Exceptional/Ad-Hoc Claims
In exceptional circumstances, ad-hoc claims may need to be authorised that fall outside of the scope of the Trust's Expenses policy. In all cases such as this, you must first contact Procurement to discuss your needs and be sure that there is not a viable procurement channel available to you. Approval from your line manager alone in these circumstances is not sufficient.
Where the item is essential for Trust business, ad-hoc claims may be raised via the new "Exceptional Expenses" form which will need to be authorised by both a Divisional Manager/Care Group Director and the relevant Senior Finance Manager/Business Analyst for your area.
Based on historic claims, we need to reinforce the message that items such as those below should not to be claimed via this process:
Relocation Expenses
All relocation expenses should be claimed using the above "Exceptional/Ad-Hoc Claims" process.
The relocation policy can be viewed here: Relocation Policy
Doctors and Dentists
Study Leave and CPD claims including any associated expenses for ALL doctors and dentists paid via the King's payroll (including consultants through to those in training) will continue to be submitted via Intrepid and not on the new Expenses system.
All claims for these staff unrelated to CPD and Study Leave will need to be processed via the Expenses system however.
What do I do with receipts?
If you have access to a Trust scanner, receipts should be scanned and attached electronically to your claim in the online expenses system.
If you have a smart phone, you may use the Expenses app to upload a photograph of your receipt(s) directly to a claim you're making, providing you are compiling your claim on that device.
If you don’t have access to the above, then it will be your personal responsibility to show your approver the original receipts and to retain the original receipts for a period of 12 months for audit purposes. If you are doing this, please detail this in your claim justification.
What if I'm an expenses approver?
To ensure tighter financial controls and to give budget holders greater transparency of the types and amount of expenses being claimed in their areas, we have assigned groups of managers to each cost centre. Each member of a particular groups will receive notifications about claims in those areas requiring approval and each will need to be an authorised budget holder.
The quickest way to update a budget holder is to send an email to kch-tr.expenses@nhs.net, copying in the relevant Senior Finance Manager or Business Analyst to approve. Please note that any changes to the authorisers on this system will also affect the budgetary authorisations for those areas going forward.
Budget holders in my division have changed but the system isn't correct
The system can only be as up to date as the information provided to the finance department. Whilst the system will automatically remove leavers from the system (including authorisers), a senior manager for a department (usually a divisional manager or care group director) will need to notify finance of who the new budget holder is for that area. This information will be passed to the expenses team who will then update the Expenses system.
The only exception to this is agency staff. Where an agency staff member is an approver and has left, you will need to notify finance and expenses so that they can be manually removed from the Expenses system.
To request an account for an agency staff member, do not complete the usual form but instead email kch-tr.expenses@nhs.net requesting the account setup.
Where do I go for help?
The system has a comprehensive Help & Support section with videos and walk-through guides etc.
A full Expenses FAQ document is available however. Please note that these FAQs are King's specific.
A selection of walk through guides have also been taken from the Expenses system and are available for you to look at here: Expenses Walkthrough Guides.
For ease of use, two short guides taken from the main walkthrough document are available too:
If you have not been set up with an account already, you can complete an Expenses Registration Form and send this to expenses@kings.hrshub.co.uk. They will send you your user details within 5 working days.
If you have checked the FAQs, walkthroughs and the Help & Support section on the site but still require help, please email kch-tr.expenses@nhs.net
I can't access the video guides
You can also access the video guides here:
Expenses Claim Page
King’s uses an online Expenses System.
There are also mobile apps available for Android, iPhone and Blackberry, with a Windows Phone app in development.
How do I access the new system?
All you need to remember is: www.sel-expenses.com, it is also available via KingsApps as "Expenses".
If you don't already have an account, just complete the Expenses Registration Form and send it to expenses@kings.hrshub.co.uk
Please note once you have been registered you will be sent an email with the below:
- Enter the company ID “kch”
- Your username is your employee number, which is printed on your payslip
What can I claim on the system?
Please read the Trust's Expenses Policy for full details of what you can claim through the Expenses system.
Conference and course expenses may be claimed with prior approval from an authorising manager. In these cases, an Educational Agreement Form may require signing prior to reclaiming monies. Please read the Trust's Training, Education & Development Support Policy Guidelines for further information.
Exceptional/Ad-Hoc Claims
In exceptional circumstances, ad-hoc claims may need to be authorised that fall outside of the scope of the Trust's Expenses policy. In all cases such as this, you must first contact Procurement to discuss your needs and be sure that there is not a viable procurement channel available to you. Approval from your line manager alone in these circumstances is not sufficient.
Where the item is essential for Trust business, ad-hoc claims may be raised via the new "Exceptional Expenses" form which will need to be authorised by both a Divisional Manager/Care Group Director and the relevant Senior Finance Manager/Business Analyst for your area.
Based on historic claims, we need to reinforce the message that items such as those below should not to be claimed via this process:
- General office/departmental supplies (including stationery)
- Kitchen items and appliances (e.g. microwaves)
- Laptops (see proper process above)
- Catering supplies
Relocation Expenses
All relocation expenses should be claimed using the above "Exceptional/Ad-Hoc Claims" process.
The relocation policy can be viewed here: Relocation Policy
Doctors and Dentists
Study Leave and CPD claims including any associated expenses for ALL doctors and dentists paid via the King's payroll (including consultants through to those in training) will continue to be submitted via Intrepid and not on the new Expenses system.
All claims for these staff unrelated to CPD and Study Leave will need to be processed via the Expenses system however.
What do I do with receipts?
If you have access to a Trust scanner, receipts should be scanned and attached electronically to your claim in the online expenses system.
If you have a smart phone, you may use the Expenses app to upload a photograph of your receipt(s) directly to a claim you're making, providing you are compiling your claim on that device.
If you don’t have access to the above, then it will be your personal responsibility to show your approver the original receipts and to retain the original receipts for a period of 12 months for audit purposes. If you are doing this, please detail this in your claim justification.
What if I'm an expenses approver?
To ensure tighter financial controls and to give budget holders greater transparency of the types and amount of expenses being claimed in their areas, we have assigned groups of managers to each cost centre. Each member of a particular groups will receive notifications about claims in those areas requiring approval and each will need to be an authorised budget holder.
The quickest way to update a budget holder is to send an email to kch-tr.expenses@nhs.net, copying in the relevant Senior Finance Manager or Business Analyst to approve. Please note that any changes to the authorisers on this system will also affect the budgetary authorisations for those areas going forward.
Budget holders in my division have changed but the system isn't correct
The system can only be as up to date as the information provided to the finance department. Whilst the system will automatically remove leavers from the system (including authorisers), a senior manager for a department (usually a divisional manager or care group director) will need to notify finance of who the new budget holder is for that area. This information will be passed to the expenses team who will then update the Expenses system.
The only exception to this is agency staff. Where an agency staff member is an approver and has left, you will need to notify finance and expenses so that they can be manually removed from the Expenses system.
To request an account for an agency staff member, do not complete the usual form but instead email kch-tr.expenses@nhs.net requesting the account setup.
Where do I go for help?
The system has a comprehensive Help & Support section with videos and walk-through guides etc.
A full Expenses FAQ document is available however. Please note that these FAQs are King's specific.
A selection of walk through guides have also been taken from the Expenses system and are available for you to look at here: Expenses Walkthrough Guides.
For ease of use, two short guides taken from the main walkthrough document are available too:
If you have not been set up with an account already, you can complete an Expenses Registration Form and send this to expenses@kings.hrshub.co.uk. They will send you your user details within 5 working days.
If you have checked the FAQs, walkthroughs and the Help & Support section on the site but still require help, please email kch-tr.expenses@nhs.net
I can't access the video guides
You can also access the video guides here: