Financial Accounting System – General Users Resource Page

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.

 

 

User Guides
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

 

 

 

Frequently Asked Questions

(FAQ’s)
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