E-Expenses

The EASY system can be accessed from any internet connected device i.e. Mobile Phones, iPad, Laptop, Desktop Computer.

• Personal devices from 1st April 2022
  • via the weblink
  • via the EASY companion app
• Trust devices - 
  • via the weblink 
  • via the EASY Compaion app from 5th April 2022

As the new system EASY, doesn’t go live until 1st April 2022, we are focusing on asking staff and managers to bring claims up to date in EOL, and trying to avoid any confusion between systems.  For these reason, we are currently releasing only very generalised information about the new system. 

As we approach we’ll begin sharing EASY log on details towards the end of March 2022.

Log on Details

• Staff who have claimed expenses in the past 12 months.

  • Generally, all staff have to self register to claim expenses. However, if you have climed expenses already since April 2021, your account will already have been created for you, and you will be sent your username and details of how to log onto the new system on 1st April 2022.  The email will be sent to the email address that is held for you in ESR.  Further details to follow.

• Staff who have:

  • not claimed expenses in the last 12 months, or

  • new staff starting on or after 1st March 2022 who will need to claim expenses.

    • will need to register to make a claim. Details of how to do this will be made available on this webpage on 1st April 2022

You will have until 31/05/22 to upload your driving licence number and a copy of your vehicle business insurance details if using a private car into the EASY system. You will not need to upload a copy of your business insurance details, if you are using a lease car. Your manager will then need to approve these details before 30.06.2022.

Provided that the above is done, you will be able to continue to claim expenses beyond 01.07.2022. 

If the above actions is not completed, then unfortunately, you’ll no longer be able to make expense claims until the required action is taken.

You will  be asked to upload your driving licence number and a copy of your vehicle business insurance details if using a private car into the EASY system. You will not need to upload a copy of your business insurance details, if you are using a lease car. Your manager will then need to approve these details before you are able to make a claim for business mileage expenses. User guide to follow with the rollout of the new system.

You will be asked to enter your driving licence details only at the point of self registering on the EASY system.  The lease car company will have arranged your business insurance and this does not need to be validated.

Further training dates will be made availalbe and can be found at the IT Training Teams webpage

Further training dates will be made availalbe and can be found at the IT Training Teams webpage

The EASY expense system is managed and supported by the Healthroster Team

There are a number of MPFT sites that operate an ANPR car parking system.

From 1st April 2022 –

Details of new Private cars

• that are not being used to claim business mileage will need to be registered for the ANPR system by completing a vehicle registration eForm

In all other cases, 

• There is no need to complete a vehicle registration eForm as details will be shared from the EASY expense system with the MPFT Car Parking Team, so that they can be registered for Parking.

Please Note, that for new vehicles being registered on or after 01.03.2022. you will need to continue to be manually input into the ANPR terminals, when parking at ANPR sites (see below) until you receive an email from the MPFT Car Parking Team to confirm that your vehicle is registered on their system.

Sites with Automatic Number Plate Recognition are:

• Cross Street Clinic, Burton
• Hall Court, Telford
• Longton Cottage Community Hospital
• Park House, Cannock
• St George's Hospital, Stafford
• St Michael's Court, Lichfield
• The Bridge, Corporation Street, Stafford
• The Redwoods Centre, Shrewsbury

Training dates and booking instructions can be viewed through the IT Training Team Webpage

• Registering for EASY Expenses
• Forgotten password
• Logging in

Employee Guides

• Registering Vehicles for Business Use
• Entering Claims
• Eligible Mileage Explanation
• Claiming Excess Mileage
• Excess Travel – Eligibility criteria and what’s claimable
• Important Tax Related Information for Lease Car Users claiming excess mileage (EM)
• How to Calculate your Tax liability (Fuel Scale Charge) - Lease Car User Claiming Excess Mileage (EM)
• Process for recording Lease Car Unpaid Excess Mileage (EM)
• Claiming Travel Claims (e.g. Car Parking, Bus tickets, etc.)
• Claiming Subsistence Allowance (e.g. Accommodation)
• Claiming for Supplementary Items (e.g. Eye tests)

Manager Guides

• Reviewing Vehicle registrations
• Reviewing expense claims
• Delegating expense approval access