JPA Expense Claims

mrsdarbs

We have recently just moved from NI to the mainland and hubby put in his expenses last Friday on JPA - just over £500's worth. When it didn't hit the bank he went to see if there was a problem. Transpires, the clerk needing to authorise it is the one in NI and he is on an inpsection all of this week and possibly next week and hasn't got the time to authorise the claim.

Is this right? How long are we supposed to wait to get this money back?

ChuckieD

It can take a few weeks unfortunately, we had a nightmare on our last claim, it took ages. It's all well and good them paying you back but when you don't really have it to spend in the first place, it's not good.

badgerhead

probably too busy sitting in the naafi

Savvy_Spender_South

Couple of points.

One: the claim shout be sitting with new unit unless its claiming for expenses before you left NI.
If its disturbance or move related your Hubby could have put it in before moving (but not all realise so dont kick him)

two: There are a number of hR admin staff at a unit, even a small one and in the event they are all away, their higher HQ have JPA visibility downstream so can action claims.

Finally, it would only go to a clerk to authorise if there had been an issue in the past.

I suggest Husband engages with his current RAO or equivalent explaining this delay is causing financial hardhip, watch how quick they action the claim. If that doesnt work, PM me with proper details of the unit etc and i will call. this should not take so long.

Fergie76

Savvy_Spender_South wrote: »

Couple of points.

One: the claim shout be sitting with new unit unless its claiming for expenses before you left NI.
If its disturbance or move related your Hubby could have put it in before moving (but not all realise so dont kick him)

two: There are a number of hR admin staff at a unit, even a small one and in the event they are all away, their higher HQ have JPA visibility downstream so can action claims.

Finally, it would only go to a clerk to authorise if there had been an issue in the past.

I suggest Husband engages with his current RAO or equivalent explaining this delay is causing financial hardhip, watch how quick they action the claim. If that doesnt work, PM me with proper details of the unit etc and i will call. this should not take so long.

I really think you should stop trying to give advice, as you don't have a clue!

Savvy_Spender_South wrote: »

two: There are a number of hR admin staff at a unit, even a small one and in the event they are all away, their higher HQ have JPA visibility downstream so can action claims.

Each Unit has an Expense Authoriser, and only they can authorise the claim. Someone can only do it on their behalf, if that person has allowed someone else access to their workflow.

Savvy_Spender_South wrote: »

Finally, it would only go to a clerk to authorise if there had been an issue in the past.

Again bollox. JPA randomly selects claims that go for authorisation / audit (all though audit will not hold up payment of a claim).

Savvy_Spender_South

Fergie, I am not sure of you knowledge of these things but i am guessing you have experience at the lower end of unit admin (if anything) and thats fine, from that angle it may appear your comments to me are correct however if you worked in the delivery of JPA or the mechanics behind it you would know that.

As for my advice, i will leave that to the OP. If they follow it, the claim will be paid of that i am both sure and confident.

I am sure the OP appreciates your thoughts so i will not get into an argument, but could you add value for the OP? you seem to know some detail? If i am all wrong what SHOULD the OP do then? that is the point of this thread.

Fergie76

Savvy_Spender_South wrote: »

Fergie, I am not sure of you knowledge of these things but i am guessing you have experience at the lower end of unit admin (if anything) and thats fine, from that angle it may appear your comments to me are correct however if you worked in the delivery of JPA or the mechanics behind it you would know that.

:rotfl::rotfl::rotfl::rotfl::rotfl:

I'm very knowledgeable of JPA, seeing as it's my job!

fb1969

Likewise JPA is my job, I'm not sure about putting any smilies after saying that though! I agree with fergie76 that essentially only one authoriser can see the claim, therefore if something is in their workflow it will stay there until timed out or similar.

It looks to me as if the claim was put in before the SP was "arrived" at the new unit, that would cause it to go into the old unit's workflow system. I'm not involved in the authorising side of things but I would imagine the workflow could be reassigned to the new unit's authorisor - a posting claim shouldn't be budgetted to the unit.

Esoog

1) Probably in the NAAFI -

Go to your unit RAO (as in the Office, not the Officer..) on your way to work, your Unit HR Staff will be there already working. Go to your RAO on your way back from work, especially on a Wednesday/Friday afternoon, guess who will still be there? Go to your RAO over a weekend, guess what?


2) On Audits; the DS answer is;

AUTHORISATION AND AUDIT OF CLAIMS
In the majority of cases Expenses claims are self authorised and sent directly for payment. JPA Expenses automatically selects certain claims to be sent for Authorisation prior to payment, and in addition randomly selects 5% of claims for Audit.



Claims could be selected for authorisation or audit in the following circumstances:

• The total value of the claim exceeds £2000.
• The cumulative total value of all claims made in the last 31 days exceeds £2000.
• The Individual has been manually placed on the Authorisation Required List.
• The Individual has been selected as requiring all claims to be audited as a result of exceeding 4 claims (i.e. 5 or more) in any rolling 31 day period.
• Any item within the claim exceeds the Policy Limits defined in JSP 752 or set locally.
• Any item within the claim exceeds Policy Limits added to increase the likelihood of incorrect claims being picked up.
• A random 5% of expense claims are sent for audit irrespective of the selection for authorisation.

The notice that a claim has been selected for Audit is sent by Workflow. This will appear in your Self Service Notifications window and within Expenses

.

OP, ask your husband to check his workflow to see if there's anything in there regarding Audits to get that one out of the way.

herewegoagain2010

Mrs Darbs, I appreciate how you're feeling at the mo. Our last move from overseas, meant we had just 2.5k in expenses. It took just over 7 weeks from our move date until the date it was paid. We couldn't claim our DA the month before, as my hubby was away on a course with no jpa access. It was a hard time, but when it did all pay out it was a happy month!

wab68

Having worked with JPA the rules are very open to interpretation I found often there are random audits and often if part of a claim is borderline limiting or over then they will require authorisation .....when an authoriser is away then the direct chain of command should be able to help claims dont just sit until one person is back unless the admin office is poorly run hopefully as a pay date has just passed you have been paid !:j