FAQ

General

Who may use Agresso?

Can I access Agresso from home?

How do I get access to my Agresso login details?

Expenses

How do I submit an expense claim?

How are Expense claims authorised?

What is a Subsistence Expense Type?

What is a Vouched Accommodation Rate Expense Type?

What is a Vouched Expense Type?

Is there a time limit during which claims may be entered?

I wish to edit an error on my expense claim, is this possible?

I am responsible for our budget, how do I know when an Item requires approval?

I have been asked to approve an expense, do I have to act on this within a specific timeframe?

The Departmental approver/authoriser is away from the office, can someone else approve the expense?

Can I see whether my claim has been approved on Agresso?

The system is asking me for a project code, what do I enter here?

How do I claim Mileage expenses?

I started to enter an expense claim but I was interrupted and when I got back to my screen the system had timed out, why?

I am trying to access budget reports on Agresso, where do I find these?

I submitted an expense claim, and I got notification that it has been approved.  When will I receive payment?

I've read the FAQ Section, where can I get further assistance?

Agresso Training Guide

 

Who may use Agresso?

 

UCC staff members or PhD students paid by UCC, then you can register for Agresso.

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Can I access Agresso from home?

 

If you are logged into the UCC network using Office 365 then you can access your Agresso account. Additional Agresso Login is no longer required.

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How do I obtain an Agresso account?

 

You will need to complete the Agresso Registration Form, which will then be processed by the Agresso Support Office. You will receive an automatied email when your account is set up.   

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Where can I review the UCC Expenses Policy

 

The UCC Expenses Policy is available here and should be reviewed before claiming expenses. 

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How do I submit an Expense claim?

 

Expenses are created on your Agresso account uder the "My Employment" tab. 

Please refer to our How To Guides for more information.

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How are Expense claims authorised?

 

The relevant approver receives an email regarding the submitted claim.  They can access their Agresso tasks to approve or reject the clairm. You can check the workflow of your expenses on your agresso account. 

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What is a Subsistence Expense Type?

 

This is an Government of Ireland rate for Public Service to cover expenses for meals and accommodation.

 

A Subsistence expense occurs where an employee is obliged to travel for work for a continuous period of five hours or more; the University may pay a subsistence allowance to such an employee.

 

Subsistence Rates fall into 3 categories of 5 hour, 10 hour and 24 hours.  Depending on the length of time entered, the rate generated is incremental so e.g. a 10 hour rate is produced from times between 10 and 24 hours of travel. 

A 5 hour subsistence rate covers 1 meal, 10 hour covers 2 meals and 24 hour includes 3 meals and accommodation.

*Please note that it is no longer possible to claim subsistence rates for travel in Ireland.

More information is available on subsistence expenses is available here.

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What is a Vouched Accommodation Expense Type?

 

This is the reduced subsistence rate which excludes accommodation previously known as 'Conference Expense'. The rate calculated is for meals/incidentals only and requires any additional accommodation entered to be accompanied with a receipt.

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What is a Vouched Expense Type?

 

This refers to receipted expenses, i.e. whatever is being claimed has to be backed up with receipts (the only exception to this is mileage which does not need to be receipted). Vouched expense receipts are uploaded and attached to the user’s Agresso Expense Claim.

Please see the Expenses How To Guide for further information on this procedure.

Please note that hard copy receipts should not be submitted to the Accounts Payable Expenses Office but should be retained by the user in case they are needed for further verification.

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What is the time limit for expense approvals?

 

Yes, claims should be submitted within 3 months of occurrence.

If claims are submitted after three months, then they need additional approval from UMT (University Management Team). Your line manager or college analyst can assist in obtaining this approval.

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I wish to edit an error on my expense claim, is this possible?

 

Yes, please see our Expenses How To Guide for information on how to edit claims.  

However, if a claim has already been approved before the amendment can be made, it can be deleted by the Finance Office upon request. 

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I am responsible for our budget, how do I know when a claim requires approval?

 

You will receive an email alert to inform you of a claim awaiting your approval.

A brief demo on approving tasks is available here.

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I have been asked to approve an expense, do I have to act on this within a specific timeframe?

 

Yes, approvers shoul process expenses in a timely fashion and to keep budgets up to date. 

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The Departmental approver/authoriser is away from the office, can someone else approve the expense?

 

A deputy approver can be set up to action any tasks on behalf of the approver. Everyone who has approval responsibilities on Agresso should consider nominating a deputy/subsitute to act on their behalf either for a limited period (eg during annual leave) or on a full time basis.

Agresso Support can add a deputy and you can then assign the deputy on your own Agresso account as needed.

This guide shows you how to assign a deputy approer on your account.

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Can I see whether my claim has been approved on Agresso?

 

Yes, you can (you will also get an email alert from the system informing you that the claim has been approved and will go forward to the Finance office for processing).  To see the status of your claim you can check the report workflow enquiry.

All expense claims are processed and paid by the Accounts Payable Office.

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The system is asking me for a project code, what do I enter here?

 

If you are submitting a claim which will be paid from a Research Grant budget then you should enter the research project code here (R*), similarly if the budget being claimed against is an Activity code then this should be typed in (A*), however, if you are not using any project code and the claim will be paid from the departmental budget then type the letters NA. 

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How do I claim Mileage expenses?

 

Mileage is claimed as a Vouched Expense type (this is the one exception for this type of claim where a receipt is not required in this instance).  On the Expenses screen, enter the distance travelled in Kilometres in the Amount/Kilometres field, if the engine cc of your car is registered with us then a code will be visible on the engine cc field, if there is nothing in this area then you can select an engine size band on the dropdown arrow.  The code generates a rate which the system will multiply against the distance you have entered to give a total amount. 

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I started to enter an expense claim but I was interrupted and when I got back to my screen the system had timed out?

 

For security purposes, the system has a built-in auto log-off facility where if there is no activity for 30 minutes or more then the system will automatically time out.  If you are working on the system and need to leave it for a period of time greater than 30 minutes,we strongly recommend saving the claim as status Draft which will allow you to re-open and continue entering the data at your convenience.

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I am trying to access budget reports on Agresso, where do I find these*?

 

On Agresso, select the Reports module and then select the particular report you wish to view under the 'Global Reports' folder.  

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When will my expense claim be paid?

 

Payments are processed in the Finance office and take place weekly. Expenses are paid directly by EFT into the same bank a/c your salary is paid. You will receive an emailed remittance with a pdf attachment when payment has been issued.

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Contact

 

Contact expenses@ucc.ie with your expense query.

Contact researchexpenses@ucc.ie with your research expense query.

Contact agressosupport@ucc.ie with your Agresso query.

Check out our How To Guides for more information.

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Agresso Support

Tacaíocht Agresso

1st Floor, Kane Annexe, University College Cork

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