Originally Posted by Gweedo
Here's the latest on how to claim an advance on JPA:
Claiming an Advance
When claiming an Advance of Travel and Subsistence (T&S), the user must always use the ‘Advances’ option on ‘Creating a New Expense’. A refund (as opposed to an advance) cannot be claimed until after that expense has been incurred as users are legally required to show supporting paperwork (including receipts) where appropriate, if selected for audit. Disciplinary action may be taken against claimants who knowingly submit fraudulent claims for expenses that have not been incurred.
Claims for Advances of T&S should be submitted as a single claim for each separate duty regardless of the length of time that the duty is expected to last.
The JPA Expenses system has been reconfigured so that the ‘Date Expense Incurred’ can no longer be entered as a future date and must be entered as the date the advance has actually been submitted and NOT the date that the duty for which the advance is being claimed commences. ‘Anticipated End of Duty Date’ must be completed. Claimants are advised to include full details of all likely expenses in the justification box including the dates of travel. The sum total of these items should add up to the total advance claimed.
All claims for advances of T&S will be automatically sent to the appropriate authoriser for checking and approval prior to payment being made. JPA will display the following standard message on the confirmation screen:
"This Expense Report Contains Policy Violations. Use the warning icons to review. If necessary, return to the previous page to update an Expense line or to include a reason for the violation in the justification."
Some users are assuming that the advance amount exceeds an undefined limit and has been rejected or that they have entered something incorrectly. In fact, the advance has been accepted but because advances have no predefined limits they must be approved by the Unit Allowances Authoriser, who is responsible for ensuring that the claim for an advance is valid (i.e. the claimant is expected to incur expenses on an authorised journey iaw. JSP 752).
Recovering an Advance
Any future claims, regardless of the order in which they are submitted, will be subtracted from the balance of the advance until the total has been repaid. Any additional credits due will be paid as normal. If a claim is not submitted within 31 days of the Anticipated End of Duty Date, or if the total of all claims submitted is less than the amount of the advance, the balance will automatically be taken out of the claimant’s next pay.
However, if the individual submits ANY claim during the period in which they have an advance outstanding, the credits from this second claim will be used to offset the first advance AND the system will reset the recovery date of the advance to the day that this second expense claim is submitted. In short, full repayment of the remainder of the advance will be recovered via payroll.
Changing the Anticipated End of Duty Date
To change the end date if an individual is extended on duty, HR Admin will need to contact the JPAC EC and request the back office to action a change. A suggestion for how units submit this request is for the individual to request a further advance to cover them for the extended period using the manual JPAF016. When Unit HR Admin forwards the spreadsheet JPAF016A they annotate in the column titled ‘Additional Information (Unit HR Administrator to Check that Mandatory Information has been included)’ that they require the previous advance end date to be amended to show the same end date as this second advance. This only works if an individual submits a manual form. If this process is not used then Unit HR Admin will have to submit an iSupport request on behalf of the individual requesting amending action to change the end date
Glad you cleared that one up then
