Finance Brief Oct 2016

Digital receipts – remove the need to send original receipts This change takes immediate effect From now onwards scanned receipts will be accepted; removing the need to; number each receipt, and send the original receipts to Pay Support. To take advantage of this facility you must; Attach each receipt to the individual expense item it relates to There is no need to attach a receipt to items (such as mileage) where a receipt is not expected Original receipts must continue to be sent to Pay Support for claims without digital receipts attached Original receipts for claims submitted from now on will be chased only if no digital receipt is attached to any ‘receipted’ expenses item claimed.

Digital receipts – did you know about the Expenses360 App? How to attach digital receipts to your expenses You can scan, save, attach and manage your receipts, use this icon, or Use the Expenses360 App for iPhone®, Android™ and BlackBerry® smartphones to enter expenses, capture, attach and synchronise your receipts and claim The expenses system supplier is developing the App for Windows phones, we’ll let you know when this is available For more information check the latest news People First from 5th September 2016 http://peoplefirst.nhsbt.nhs.uk/ Log into Expenses and click on the Expenses360 icon if you want more information or to find out how to set this up on your personal device

Total Reward Statements to April 2016 are now available Total Reward Statements updated to April 2016 are now available. To find out more go to TRS section on People First: http://nhsbandt.nhs.sitekit.net/total-reward-statements-trs.htm Alternatively visit the Employee section of the Total Reward Statement information website at https://www.totalrewardstatements.nhs.uk/ Only 6.88% of colleagues at NHSBT had viewed our statements (as at 25th September 2016) If you are a member of the NHS Pension Scheme this includes an Annual Benefit Statement (ABS). If you have benefits in more than one section make sure you click on each one to see all your statements. Mr John S

Purchase Order receipting reminder We aim to get the majority of our purchases made using a Purchase Order in I-procurement. If you have raised a Purchase Order for good or services it is important you record accurately on i-procurement when the goods or services have been received. The ‘receipt’ within i-procurement tells the system when to record the expenditure. This needs to be done when good are received so our accounts are correct. If you don't receipt within i-procurement we may not record the expenditure in the correct period. If you receipt the full purchase order value when only some of the goods have been received again the expenditure will be recorded incorrectly but we may also pay the supplier too soon or too much. If you need any help with receipting please contact Ronnie Stothard x 55934 or Wendy Thorne x 27231.

Finance Operations will be out of office on 12th October This is advanced notice that the finance operations team will be out of the office, for a development day, on12th October. Accounts Payable, Accounts Receivable, Financial Accounting, and Business Support Analysts teams will be unable to take customer calls on this day. (Pay Support will be unaffected). The development event will get the whole team involved in visioning how the finance team will work to achieve our ambition: ‘ to provide efficient, compliant services, easy for our customers to use....’ If there are any urgent matters on this day please call Linda Haigh Assistant Director Finance Operations on x 87259. Calls will be monitored periodically. Thank you for your understanding.

Customer Survey results Finance was the second highest rated group service in the recent survey of the leadership team. Some really positive comments were received  What you want us to improve we are already working on: - processes and jargon clearly explained - customer focussed service - new starter process automation - better explanation of what finance operations do - paying creditors on time - Involve our customers in process improvements - improving budget holder training If you’d like to know more contact Linda Haigh on x87259.

Nextrasoft replaces WISe in Pay Support The WISe system, used to calculate Donor Carer payments, has now moved to the new Nextrasoft platform (Nextra). Pay Support is working with Blood Donation colleagues to impleemtn the new Working Arrangements in October/ November Communications about changes resulting from this will be sent direct to those affected Pay Support are also continuing to work to identify further improvements to these processes.