Expenses guidance

You can claim your expenses using our HR and Finance system, Dynamics 365. We’ve created some useful guides to help you, including the quick guide below. 

• How to input expenses in Dynamics 365 : Business Services Hub (barnardos.org.uk) 

• How to input expenses using the Dynamics 365 mobile application : Business Services Hub (barnardos.org.uk)  

Quick guide 

1. Log in to Dynamics 365 and click ‘Expense Management’. 

2. Click ‘New expense report’. Each set of expenses needs to be contained and submitted under a single report. For example, you submit a report for all expenses on a business trip, or for a single month. 

3. Complete the expense report form, including title, description, and cost centre. Then click ‘create’. 

4. You can now add individual expense claims into the report by clicking ‘new expense’ and completing the expense form. Then click ‘save’. 

5. You will then be prompted to add your receipts to your expense claim, which you must do. 

6. Click ‘edit receipts’ and upload a copy of the receipt (image, scan, pdf etc). Then click ‘upload’. 

7. Repeat steps 4-6 for each expense. 

8. If you want to save the report and edit it again later, click ‘save and close’. 

9. Once you have added all your expenses, you can click ‘submit’ and this will be sent to your line manager for review. 

Colleagues who claim expenses are set up as suppliers on Dynamics 365. Only new starters or those who have not claimed an expense before will need to complete the new suppliers form. Follow the steps below to set yourself up as a supplier:

1. Access the new suppliers form*
2. Select 'employee' 
3. Enter your personal details
4. Enter your bank details
5. Enter your line manager's details

Once you have submitted the form, your line manager will be sent a copy for approval. Once they approve, you will be set up as a new supplier and will be able to claim your expenses.

*Please note, you should complete this form from a Barnardo’s laptop/computer/device, and not a personal device. 

Volunteers, interns, service users and trainees should use the expense claim form, instead of Dynamics 365. Access the expenses claim form below. You will need to download the form from the link - do not edit the form online. You can access guidance on how to use the form in the 'help tab' on the document below.

• Expenses claim form

If you need any support, your local administrator can help you with this process.​

Line managers need to approve expenses for their team members. Once your line reports submit their expenses, you will be notified. You must then review all the details included in the expenses report and ensure that the attached receipts match the information provided. 

If there are any errors, you must reject the report and return it to your team member so they can amend and resubmit. If there are no errors, you can approve the reports and the payment is processed in the next BACS payment run.  

All expenses must be claimed by colleagues preferably within one month and not later than three months of expenses being incurred. 

For more information, please refer to the Expenses policy and see the guidance on the Business Services Hub.