The Fleet People Support Team is introducing a new way of collecting your business travel expense claims, with effect from 1 August 2022. Fleet colleagues onboard and on leave (cadets excluded) need to use the Fleet Colleague Travel Expenses Form to share evidence of payments incurred while travelling for business purposes, subject to the Seafarers Travel Policy. This new method will provide a more efficient user experience for fleet colleagues as well as department representatives.
Procedure for completing the Fleet Colleague Travel Expenses Form via the new link:
1. Read introduction and instructions carefully on Page 1 and click ‘Next’.
2. On page 2, fill in the mandatory details, such as Emp. No., Department, Rank, Personal email.
3. On the same page, fill in the expense details which includes the number of claims, type and sub-type, along with the ‘upload’ option for your expense proofs.
4. Tick the declaration and proceed to submit claim(s)
These are some ways you can support us in making this initiative a success:
- It’s important you fill in all details including expense type and sub-type correctly, for your expense claim to be processed. Incorrect entries will be declined, and you will need to raise a new request.
- Approval of all expense claims is subject to the Seafarer’s Travel Policy. Please refer the policy for clarifications.
- Provide proper documentation to support each expense claim
- Submit expense claims before the 10th of each month. Expense claims received after the 10th, will be reimbursed in the following month
- Receipts with expense date older than 6 months need approval from line manager
Who is this for?
This is for fleet colleagues onboard and on leave.
Who is excluded from this process change?
Cadets are excluded from this process change. They will continue to follow the current method of claiming expenses as per the Cadet Expenses Policy.
When should I start using the new form?
1 August 2022 onwards.
How do I claim my travel expenses?
Click here to raise a travel expense claim request. Once you are on the page, we recommend you bookmark it in your browser for easy access in the future. Fill in the details using the on-screen instructions.
What expenses can I claim using the Fleet Colleague Travel Expenses Form?
Any expense incurred for business travel such as medicals, visa, flight bookings, road/rail transport, hotel accommodation, meals, or any other travel expenses, can be claimed using the Fleet Colleague Travel Expenses Form.
Can I claim training expenses using this form?
No, training expenses will not be accepted using this form. If you wish to submit your claims for training related expenses, click here and follow the instructions in the form.
How long will it take for reimbursement of claims?
Submit travel expense claims before the 10th of every month to receive reimbursements as part of your current pay cycle. If you request a claim after the 10th, you will receive your reimbursement in the following pay cycle.
Will I be charged for accessing this link when onboard?
No, you can access the link for free when onboard.
Why can’t I access the link?
Check your internet connection. If you’re connected and still can’t access the link, check your browser and make sure you update it to the latest version. Supporting browsers – Edge 15, Firefox 53, Chrome 50, Safari 9 and Safari iOS 9.
We appreciate that this process is new and you may have queries, so please feel free to reach out via the Fleet Colleague Support Form.