Department Of Education

We can confirm that the system is currently configured to identify duplicate claims. The duplicate flag is not specific to a Trip ID and the system will recognise if the same dates (or date range ) have been used for a specific expense type and flag it to the claimant.

 

The Duplicate Reason (screenshot below) is listed on the element of the claim the duplicate refers to and the claimant is prompted by way of a pop up message to enter a reason when the system recognises a duplicate claim has been entered. It does not generate a pop up message or alert the approver outside of this detail which is held in the claim detail. It is important that approvers are reviewing this detail for each claim.  Approvers will need to review each element of the claim and note if this field is populated referring to previous claims and/or the Power BI (Level 2 Approvers) report where necessary to ascertain if the claim should be approved. Duplicate reason has recently been added to the Power BI Expense report which provides additional oversight for Level 2 Approvers.

 

Additional new functionality also now exists for Level 1 and Level 2 Approvers under the Expense History view. This development now provides Level 1 Approvers (Managers) and Level 2 Approvers (Head Office) with an on screen/in-system historical record of the status of all claims submitted to them. This is particularly beneficial to Managers who until now had no system record of claims that were previously actioned by them and represents a significant enhancement to the functionality of the People XD Expense module. The new Approval History Screen will display the current status of claims under relevant “Items for Approval” or “Approved items” progressing from one view to the next as the status is updated. Approvers can now refer to this view to ascertain whether particular elements of claims have previously been submitted or paid. 

I hope this information helps and clarifies the current position for dealing with duplicate claims.