Welcome to the HPA Finance System Resource page. This is your one-stop page for all general finance system needs. Please take a look at the help guides in document and video format.
There is also a Frequently Asked Questions (FAQ) section below.
Financial Accounting System – General Users Resource Page
| How to Log-In | User Guide (pdf) | Basic log-in instructions | version: 06/09/21 |
| How to Authorise Transactions & Absences | User Guide (pdf) | This is for all project, department, country office and finance managers | version: 06/09/21 |
| How to create a Staff Expense Claim | User Guide (pdf) | All staff with log-in details are able to submit staff expense claims | version: 06/09/21 |
| How to change your user Settings | User Guide (pdf) | Important set-up which will make your expense entry faster | version: 06/09/21 |
| How to create & submit a Weekly Timesheet | User Guide (pdf) | Weekly timesheet instructions | version: 19/05/21 |
| How to request Absence | User Guide (pdf) | For staff who wish to book absence | version: 26/05/21 |
| How to run Global Enquiries | User Guide (pdf) | A user guide explaining the functionality of Global Enquiries (Basic) | version: 13/09/21 |
| How to create a Corporate Credit Card expense claim | User Guide (pdf) | For staff with access to corporate credit card expense claims | version: 04/10/21 |
| What do I do if I lose my password? | Please contact the finances systems team via email: [email protected] |
| Who will approve my staff expenses? | Your line manager will approve your staff expenses from 31st May onwards if they have an HPA email address |
| Who will approve my absence? | If your country office is using the Iplicit Absence Process, your line manager will approve your absence from 31st May onwards if they have an HPA email address |
| Who will approve my time-sheet? | If your country office is using the Iplicit Time-Sheet Process, your line manager will approve your time-sheet from 31st May onwards if they have an HPA email address |
| How do I know which processes my country office uses? | Please speak directly to your in-country finance team and they will assist you |
| Project and Department in staff expense coding – what to select if there is no project to charge | Please select -Access Departments- in the Project field and select a department or country office budget to be charged. This may not necessarily be your department or country office |
| Product in staff expense coding – what to select if none of the options fit? | Please speak directly to your in-country finance team and they will assist you |
| Tax Band/Coding in staff expense coding – what to select? | Please use the default coding provided by the system |
| Fund in staff expense coding – what to select? | Please use the default coding provided by the system. The fund is determined by a combination of Project, Department & Activity |
| How do I know which codes to use | Please refer to the project budget holder or your local finance team |
| What is the approval workflow? | Please find here a basic workflow view. Please note that this workflow has been simplified for understanding |
