EASY Expenses

From 1st April 2022, MPFT staff will have access to a new expenses system called EASY. ALL expenses claims incurred from 1st April 2022 should be entered through the EASY expenses system. The old expenses system accessed through Employee Online (EOL) will be turned off on 7th April 2022.

Some KEY DATES for Claiming March's Expenses

  • By 5th April 2022
    • Please could all staff have their expenses up yo 31.03.22 entered and submitted on to the Allocate expenses system via EOL.
  • By 6th April 2022
    • Please could all Managers approve claims submitted via EOL by 6th April 2022 ready for Payment in April.

Using the New System – EASY

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

Validating your Drivers Licence and Business Insurance Details

Our new expenses system automatically makes a number of checks on the Trust’s behalf.  It checks that anyone claiming for mileage has:

  • A valid drivers licence (for both private and lease vehicles)
  • Business insurance to use the vehicle they are traveling in on Trust business (for Private vehicles only)

As the above details are not currently held in our system the following actions are required –

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.

Training Dates For Your Diaries

Please note that there is no need to book.  In order to join your chosen session, you simply click on the link a few minutes before the session is about to start.

Further information on Expenses Training, including future dates, can be found on the IT Training Teams Webpage

Date Time Microsoft Teams Link to Join
07/04/2022 09:00 - 09:45

Link to join the meeting 

This session has had to be cancelled due to staff shortages as a result of Covid-19. Training will resume next week, please see dates below

12/04/2022 11:00 - 11:45

Link to join the meeting

14/04/2022 14:30 - 15:15

Link to join the meeting

19/04/2022 09:30 - 10:15

Link to join the meeting

22/04/2022 13:00 - 13:45

Link to join the meeting

25/04/2022 11:00 - 11:45

Link to join the meeting

27/04/2022 13:00 - 13:45

Link to join the meeting

28/04/2022 14:00 - 14:45

Link to join the meeting

29/04/2022 16:00 - 16:45

Link to join the meeting

03/05/2022

09:30 - 10:15

Link to join the meeting

05/05/2022

09:30 - 10:15

Link to join the meeting

13/05/2022 11:00 - 12:00 Link to Join the meeting
20/05/2022 09:30 - 10:15 Link to join the meeting
27/05/2022 11:00 - 11:45 Link to join the meeting

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

Date Time Microsoft Teams Link to Join
11/04/2022 11:00 - 11:30

Link to join the meeting

14/04/2022 13:00 - 13:30

Link to join the meeting

19/04/2022 10:30 - 11:00

Link to join the meeting

22/04/2022 14:00 - 14:30

Link to join the meeting

29/04/2022 13:00 - 13:30

Link to join the meeting

03/05/2022 11:00 - 11:30

Link to join the meeting

04/05/2022 10:00 - 10:30

Link to join the meeting

05/05/2022 11:00 - 11:30

Link to join the meeting

13/05/2022 14:00 - 14:30 Link to join the meeting
27/05/2022 15:00 - 15:30 Link to join the meeting

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

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

Employee Guides

Manager Guides

 

Video Tutorials