Who may use Agresso?

Can I access Agresso from home?

How do I get access to my Agresso login details?

How do I submit an expense claim?

How are Expense claims authorised?

What is a Subsistence Expense Type?

What is a Conference 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?

How often do Passwords expire on Agresso?

I've entered the incorrect password a number of times and now the system says I am 'locked out', what can I do to overcome this?

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?

 

Who may use Agresso?

 

Theoretically, any member of staff may register and use the online Agresso system, the only requirement is that the user has an employee number and access to the UCC intranet  

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Can I access Agresso from home?

 

Yes, first you will require access to the University's network.

Please note that once you access the network you must use your usual Agresso username and password to login to the system.

On the Agresso homepage select Remote Access, you will be presented with a page that asks for a name & password, enter your UCC email address for the username and the password is the same as your UCC login. When you have successfully submitted those details you will view an updated window with the word 'Agresso', click on this and then enter your Agresso login details as provided by the Agresso Support Desk.

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How do I get access to my Agresso login details?

 

To be set up on the Agresso system, submit the online form, once we receive this, we then register the information on the system and email the login details. This is a manual process and may take a day or two.    

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How do I submit an Expense claim?

 

Expenses are created online on the Agresso system under the My Employment tab where you will see different Expense forms depending on the type of claim you wish to submit. For information on entering expenses please see our 'how to' section, where we have a quick guide, a more detailed guide and an online demo.

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How are Expense claims authorised?

 

When an expense claim is entered online, the approver (budget-holder) will be alerted via email that they have a new item to approve, when they log in to Agresso they can then ‘approve’ or authorise (or reject) the claim.

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What is a Subsistence Expense Type?

 

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

 

A Subsistence expense occurs where an employee is obliged by College business to  travel  for a continuous period of five hours or more; the University, subject to and in accordance with directions given by the Department of Finance, 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 rates 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.

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*Please note that it is no longer possible to claim subsistence rates for travel in Ireland as  per the UCC Travel Policy from March 2010 

 

What is a Conference Expense Type?

 

This is the reduced subsistence rate which excludes accommodation. Please note name change to 'Vouched Accommodation' following circular from the Dept. of Public Expenditure & Reform in April 2017. The rate calculated is for meals/incidentals only and requires any accommodation entered to be accompanied with a receipt.

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*Please note that it is no longer possible to claim conference rates for travel in Ireland as per the UCC Travel Policy from March 2010 

 

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)

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

 

Yes, official policy is that outstanding claims are to be completed within 3 months of occurrence.

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

 

Yes, please see our guide on editing claims under the How to section for Expenses.   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 an Item requires approval?

 

You will receive an email alert directly to your UCC Outlook email account to inform you of a new task. You can view a brief demo on approving tasks under our How To section.

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

 

Yes, it makes sense from a management perspective to process expenses in a timely fashion and to keep budgets up to date.  To encourage this, an escalation process has been built into the expenses system, so that when a claim goes for approval, if it has not been approved within 25 days, it escalates up through the college hierarchy.  An example would be if an expense claim goes to a Head of Discipline and S/He does not act on this, then after 25 days the claim will escalate to the Head of School.

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

 

If the departmental approver is unavailable the request may also be emailed to a pre-assigned individual who has the authority to approve on their behalf.  We would encourage everyone who has approval responsibilities on Agresso to consider nominating a deputy/substitute to act on their behalf and Agresso Support can set this up either for a limited period e.g. during annual leave or else on a fulltime basis.

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How often do Passwords expire on Agresso?

 

Our passwords expire every 90 days, this is per UCC's IT security policy.  If your password has expired, it is possible to reset a new one (take a look at our guide on this in the 'how to' section), alternatively email agressosupport@ucc.ie indicating your staff number and we can reset it for you.

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I've entered the incorrect password a number of times and now the system says I am 'locked out', what can I do to overcome this?

 

Contact agressosupport@ucc.ie and we will reset your password.

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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, check the report workflow enquiry, see our guide on the 'how to' section for more, the svg viewer is required to run this report.

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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?

 

This is claimed by selecting 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 form, Add Mileage and then 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, why?

 

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.  If you are the Project Manager/Principal Investigator/Cost Centre Manager then you should have full access to the reports for your area, if you cannot view the reports then contact agressosupport.  If you are another staff member who needs access to the report for a particular cost centre or research project then please ask the PM to email us requesting access for you, specifying whether it should be pay or non-pay.  Please note that Agresso Support can only provide technical assistance, and are responsible for access, if your query is concerned with the content of the reports then the relevant sections in the Finance office should be contacted e.g. the Research accounts office and Management A/c section.  For academic departments, your specific college analyst will also be able to provide assistance on interpreting the financial information contained in the reports. 

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

 

Payments are processed in the Finance office and take place weekly. It is essential that the hardcopy of your expense and any associated receipts are sent to Accounts Payable if claiming against a departmental budget or to Research Accounts if the claim is entered against a research budget.  If you have sent in the relevant paperwork for an approved claim and want to see what date the payment will reach your bank a/c then you can email expenses@ucc.ie .  Please note that 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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I've read the FAQ Section, where can I get further assistance?

 

There is a 'How to' section elsewhere on our website which offers explanations to all aspects of the system along with step-by-step guides.  However, should you have any outstanding queries, please do not hesitate to contact us at agressosupport@ucc.ie

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