19.12.2025

Ticket 121174


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. It does not consider the text of the detail entered into the “duplicate reason” when determining whether a claim or element of a claim is a duplicate. The purpose of populating the “Duplicate Reason” field is to allow the claim to proceed where a valid reason exists for the duplicate, such as a return journey and to provide the approver with sufficient information to approve the claim or otherwise.

The Duplicate Reason 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. Where this occurs, claimant should enter appropriate and sufficient detail to enable the approver to make an informed decision. It does not generate a pop-up message or alert the approver outside of this detail which is held in the claim detail which the approver is expected to review 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. Functionality exists for Level 1 and Level 2 Approvers under the Expense History view. This 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. Approvers can refer to this view to ascertain whether particular elements of claims have previously been submitted or paid. Duplicate reason is also included in the Power BI Expense report which provides additional oversight for Level 2 Approvers.

If the preference is to reduce the occurrences of the pop-up message requiring claimants to enter a duplicate reason then claimants can opt to enter two lines to capture a return journey using the real travel time, i. e 9am to 10am and 4pm to 5pm or alternatively enter one line for the entire journey denoting “return” in the expense item description field.