Your step-by-step Selima Start Up Guide

To set up your Selima account you will need: email, bank account details, car reg, make and model if applicable.

Logging on & Account Set Up

You will then arrive at the Home page

Adding Personal & Bank Details (Self Service / Profile)

You will then arrive at the screen below

Enter the username and password you have been given,

remembering they are case sensitive.

If this is your first time logging on you will be given the option to

change your password to something more memorable for you.

Passwords will not expire or require updating unless you choose

to.

By clicking the ‘Remember me’ box you will save password to avoid

having to type it in every time you revisit the site.

The initial password you are supplied with remains active for 3

months, after this you will need to reset by clicking ‘Forgot

Password’ or contact us for another email to be sent out.

Click ‘Self Service’, then

select ‘Profile’ from the drop

down bar.

The screen will open in the ‘Personal’ tab –

here you can edit personal information and

change your password, click the blue ‘Edit’

button in the top right corner to do so.

To add bank details click ‘Bank’ from the

menu on the left hand side, once the Bank

screen opens click the blue ‘Edit’ button in

the top right corner.

Ignore all other menu headers.

Now your personal and bank details are complete, it’s time to add your vehicle.

Adding a Vehicle (Self Service / Expenses)

This box will then appear

To navigate from

the Bank Details

page;

Click ‘Self Service’

Click ‘Expenses’

In the Vehicles box on the right

hand side;

Click ‘Add’

Enter vehicle registration and boxes

marked with a red star *

Click ‘Save’.

To add more than one vehicle

simply repeat process.

MOT & Insurance – You are not

required to complete this.

Add your account details to the relevant

fields, then click ‘Save’.

Claiming for bicycle journeys

Above the Vehicles box you will see a Driving Licence Info box, you are not required to complete your Driving License

details on Selima.

Creating a mileage claim (Self Service / Expenses)

Either option will bring up this screen

Add date if not auto-filled.

Select vehicle used.

Enter reason for travel and any

other info requested by your Task

Manager such as number of hours

volunteered.

You then need to enter the

Journey details, if you know the

postcodes for your locations click

‘Enter journey details’,

if not, click

‘Unknown Postcode’

To give you the option to claim for

bicycle journeys click ‘Use Bicycle’.

There are a couple of ways you can

do this, either;

Click ‘Mileage’ (you’ll then need to

add the date you wish to claim for)

or

Click the + button in the date for

which you want to claim for (this

automatically adds the date for the

claim).

For volunteer roles which do include driving as

part of the role (not just getting to and from)

appropriate information will have been

captured through your Registration form.

Enter journey details

Unknown Postcode

Enter starting point postcode under My Locations and click

‘Add’. The first half of a postcode will also be accepted if exact

postcode is not known.

The grey text underneath will show location details for that

postcode, if correct, click ‘Add’ again and the location will

appear below.

To save the location click the save icon, give the location a name

and click save again. Once you have saved a location it will then

be available in the ‘My Locations’ drop down menu for future

use.

Repeat, with the postcode of where you were travelling to.

Once two locations are entered you will be given the option

to ‘Return to Start’ for a standard return journey.

For a journey with mulitiple calling points continue to add

location postcodes as in last slide.

Selima calculates journeys using bing maps, you can check the

route it has identified by clicking ‘Map’.

If the mileage is incorrect for your route you can click and

alter the details in the ‘Miles Claimed’ box.

You can save a regular journey into your Favourites by clicking

‘Memorise Journey’, then give the journey a name and click

‘Submit’

Once all journey details have been entered and you are happy with the claim click ‘Save’

If you don’t know the postcode

for the location you visited click

‘Unknown Postcode’ as shown

3 slides previously, and click to

enter mileage manually.

Save as described previously.

Your journey details have now been saved - but have not yet been submitted.

Creating an Expense Claim (Self Service / Expenses)

In addition to mileage you may also have additional expenses such as public transport costs, parking receipts and

costs for miscellaneous equipment as required for your volunteering. These costs should be agreed upfront with your

Task Manager and wherever possible overnight accommodation should be booked using Redfern. Receipts should be

available for all claims.

Favourites & Duplicating a Claim

You can save regular journeys and locations as favourites to speed up future claims but they will not show up on the

Expenses home screen until they have been starred. To do this follow the guidance below.

Click either Favourite

Journeys or Favourite

Locations and ‘Show All’.

Then click on the star for the journeys / locations you want to see

on your Expenses home page. They will show up on your

Expenses home page soon after.

As with Mileage claims click either

‘Expense’

or

+ on calendar, ‘Expense’

Complete all category’s marked with a red

star *

You can view our expenses policy here for

clarification of what can & can’t be

claimed.

If you select a receipt as evidence this box

will appear, click to attach scan or photo of

receipt if saved on computer.

Once complete and receipt has been

attached click ‘Save’. It will now appear in

the Unsubmitted box.

To duplicate a claim simply click on the one you want to copy in the calendar, click ‘duplicate’ and edit details as

appropriate.

Recalling a Favourite Journey

Submitting Mileage and Expenses Claims (Self Service / Expenses

This screen will appear

Your claim has now been submitted – you will receive an email to confirm when it has

been approved or rejected.

Help & Support

The Unsubmitted box keeps track of the claims

that have yet to be submitted, and a cumulative

total of miles travelled. Found top right corner of

expenses home screen.

When you wish to submit your claim to your Task

manager click ‘Submit Claim’.

You can remove any claims you don’t want to submit

yet by clicking on them, this will update the total at

the bottom.

Add a description, such as ‘September’s expenses’

Check the approver is correct (usually your Task

Manager). If this information is incorrect please let us

know by emailing

volunteer.expenses@canalrivertrust.org.uk or calling

0303 040 4040 (option 2).

Click ‘Submit’, you will then be asked to confirm

submission before your claim is sent through to your

Task Manager for approval.

The ‘Need a Hand?’ tab can be found at

the bottom left corner of every page,

here you will find short demonstration

videos guiding you through the Selima

system.

Once you have starred some favourite journeys

(see above) click the ‘Use’ button for the ones you

wish to replicate. You will still need to add date

and description.

For favourites not starred click ‘Favourite

Journeys’ and select from the list.

Volunteering for more than one role

If you carry out more than one role, managed by different people, you will need to submit your claims to the

appropriate approver. Your Selima account will be set up for the first role you started with the Trust and so we need

to be notified about any additional approvers (either by yourself or your Task Manager) using the ‘phone number or

email below. To choose the appropriate approver for a claim enter your account as usual (see above), then click

How long until I receive my expenses?

If your expenses have been signed off by your approver by Friday afternoon on the week of submission they should

appear in your bank account the following week. You will receive an email to confirm when they have been

approved.

Please note –

Please continue to inform your Task Manager of the number of hours you have volunteered

The personal details you supply to Selima are held securely with them, please let us know of any

change of address so we can update our records at the Trust accordingly.

The initial log in details you receive will expire after 3 months if not used.

To add or remove a Task Manager please contact us by the ‘phone or email above

Thank you for using Selima!

For any further support or feedback please call or email us (manned during office hours)

0303 040 4040

volunteer.expenses@canalrivertrust.org.uk

To choose the appropriate approver for a claim

enter your account as usual (see above), then

click the approvers name. Your default approver

will have a green briefcase symbol next to their

name, to change click on the approver you wish

to send your claim to.

This text box will appear, click ‘Confirm’.

By adding an additional approver this sets up a new account within

Selima, as such you will need to go to ‘Profile’ and enter bank

details and ‘Self Service’ to add vehicle details. Favourites and

existing claims for other volunteer roles will not show on this page.