Submit Expenses & Claims

MySparkrock - Submit Expenses & Claims

Expense & Claims

  • Log into mySparkrock (Click here for more information)
  • Click “MY SELF SERVICE”.
  • Select “Expenses & Claims”.
  • Click “+ NEW”.
  • Enter a brief description and comments.
  • Click “NEW RECEIPTS”.
  • Choose the “Type:” from a list by clicking the magnifying glass icon.
  • Select “SHOW GUIDELINES”.
  • Use the Search feature or find the fund in the list.
  • Click “+ Select”.
  • Fill out “Cost” and “Quantity”.
  • Please note that “Sales Tax” will populate by default based on the “Type” chosen.  If your receipt. is international or foreign currency set “Sales Tax” to “No Tax On Line”.
  • Use the box on the right to upload a receipt.
  • “Account Set” Click the magnifying glass icon
  • Click “+ Select” for the account.
  • Save.
  • If you need to add more lines click “New Receipts”, or you can edit any receipts by hovering over a previous receipt and selecting “edit”.
  • Click “Submit” when you are ready.

 

Best Practices:

  • If you have more than one associated receipt or invoice you can click “New Receipts” to add more lines.
  • Use “Details” to make a note about an individual receipt, use “Employee Comment” to make a note about all receipts
  • The information in “More”, Fund and Department is populated from the “Account Set”.  You do not need to enter any information in this section.
  • The “Sales Tax” should populate automatically but you may need to change it:
    • GST On Books 100% Recover – Use this for any purchase of in print books
    • HST Purch Recov Fed67%Prov78%   – 'Use this code for any Canadian receipt indicating 13% HST'
    • No Tax On Line – Use this for international orders, or if there are no Tax on the receipt.
  • If you have questions contact Angela Brodt: kucap@kings.uwo.ca

Image demonstrating the steps above