Enhanced Expense Management | Assure Expenses FY24 Q1 & Q2

In the first half of FY24, we introduced a series of enhancements to Assure Expenses, improving both functionality and user experience. Responding to your feedback, we refined the fuel receipt to VAT allocation feature, boosting the performance of the complex calculations needed to deliver an accurate value for the amount of VAT your company can reclaim. We also refreshed the web version’s branding to align with our new corporate identity, ensuring Expenses is consistent with our company’s updated branding.

To streamline expenses mileage claim submissions, enhancements have been made to odometer tracking, allowing you to capture accurate odometer readings and manage personal mileage deductions for those using fuel cards.

In addition to these improvements, we strengthened product security and introduced updated authentication options, directly addressing our customers' increased security requirements for Cyber Essentials Plus Certification. These enhancements ensure that Assure Expenses meets rigorous standards while continuing to provide a seamless experience for you.

Keep reading on to find out about the highlights from Q1 and Q2 and the benefits of these new features.

Fuel to VAT Allocation

We’ve re-written the feature to allocate mileage VAT to a fuel receipt, in line with the VAT 6th directive, to ensure that performance expectations are met during the allocation process.

The 6th VAT Directive legislation dictates that for an organisation to claim back VAT on the fuel portion of a mileage expense:

There must be an accompanying receipt which details the VAT of the fuel. 
The date of the fuel receipt must precede the date of the mileage occurring. 
The date of the mileage is within 6 weeks of the date of the fuel receipt.
Any mileage occurring after the 6 weeks must be applied to a new fuel receipt.

Assure Expenses automates which mileage items can be allocated to specific fuel receipts following the 6th VAT Directive rules, and then allows you to report on this data. This ensures that the VAT on the fuel receipt items covers the reclaimable VAT for the mileage items, and that once the VAT on a fuel receipt item has been fully allocated, it can no longer have any more mileage items allocated against it.

Refer to the Knowledge Articles in the Help and Support section of Expenses for more details including setup instructions.

New Year – New Name!

We’ve rebranded our “Selenity Expenses” product to “Assure Expenses,” along with updating our company name to “RLDatix.”

As part of this transition, all references to our previous names, "Selenity" or "Allocate Software," throughout the Expenses product have been updated to “RLDatix”, and we’ve also refreshed all corporate and product logos, replacing them with our new Assure Expenses name and icon to reflect our new branding.

The default colour scheme has also been updated from purple to blue as part of the rebranding, however, if you have customised your Expenses system with your organisation’s branding colors, those will remain in place.

Odometer Readings

We’ve enhanced the odometer readings page in the claim submission process to improve flow and overall user experience.

Additional guidance now clarifies when a new odometer reading is required: if no business mileage is included in a claim, an updated odometer reading isn’t necessary. However, when business mileage is claimed, a new odometer reading must be provided.

For systems where private mileage deductions are automatically applied, these enhancements help ensure accurate deduction calculations.

Odometer Readings with Automatic Personal Mileage Deductions

The Expenses system can be configured to automatically deduct personal miles travelled by a driver when the company covers fuel expenses, either through a corporate fuel card or as a reimbursed "Fuel purchased" expense.

This functionality works by requesting odometer readings with each claim, allowing for calculation of total miles travelled during the claim period. The personal mileage deduction is then calculated as a proportion of the personal miles (total miles minus business miles) relative to the fuel purchased by the company. With this feature, the odometer reading section flow has been improved to prompt for business mileage details before asking for an odometer reading, helping drivers make informed choices during claim submission.

Additionally, a guidance note now appears in the odometer readings section, advising drivers on entering correct details for accurate personal mileage deductions. This guidance appears when a new odometer reading is required, ensuring clarity and accuracy in claims involving personal mileage.

Single Sign-on with Multi-factor Authentication

We’ve updated the login authentication process to allow single sign-on (SSO) to be configured using your organisation’s identity provider (IDP), which also then provides multi-factor authentication (MFA). To achieve this, we integrated Auth0 into Expenses, where Auth0 is an industry standard platform for secure authentication and authorisation, ensuring that your authentication for Expenses will always now be aligned with latest technology.

With this update, you can configure SSO using your preferred IDP, allowing you to implement MFA for added security when accessing Expenses. This change bolsters user access security and helps you meet the MFA requirements of Cyber Essentials Plus Certification. Since these SSO and MFA capabilities are provided through your IDP, specific configuration requirements will depend on the IDP your organisation uses and its existing setup.

If you aren’t currently using SSO and would like to enable it and include MFA, please reach out to the RLDatix support team to begin the SSO setup process for your Expenses system.

The original login method using username and password is still a valid login option, and will continue to work as before, so you won’t see any changes unless you choose to implement the new SSO login option. Once you choose to implement the new SSO option however, we can enable your system for SSO/MFA only, meaning that the username and password option will no longer be allowed for authentication.
If you were using the original SSO option available for Expenses, this did not include MFA, and you may wish to upgrade to the new option.

If you want to move to the new SSO options which allows MFA, please raise a support ticket to begin the configuration process.

We're excited to move forward into the second half of the financial year, which brings us new features to look towards.

We're planning the following updates:

Expenses Integration with Optima: We’re building a direct integration between Expenses and Optima Health Roster to enable real-time alerts for expense claims made on dates when claimants are not rostered for shifts, study leave, or emergency callouts. This feature will provide additional alerting options for both claimants and approvers, helping ensure claim accuracy.
Customisable Landing Page in Mobile App: We’ll be updating our mobile app to allow individual users to select their own landing page when logging into Expenses to ensure a more personal user experience. Options will include claimants receipt wallet, approvers check and pay expenses, or landing straight in the GPS mileage page for claimants constantly on the move.
Driver Licence Checking Services: We’re updating the driver license checking service for systems with the Driver Compliance Pack, incorporating the latest technology for enhanced service.
Claim Approval Redirection Based on Reimbursable Amount: A new claim approval option to allow claims to be re-directed to a team or budget holder where the total claim reimbursable amount exceeds a limit that you can specify.
Nominated Base Address Identification: We’ll add new visual displays to show the Nominated Base in the employee record, especially useful for mobile roles like resident doctors on rotational training. We'll also be providing new home-to-nominated base mileage deduction options.
NHS Assignment Work Address Display: We’re introducing a new visual display to highlight NHS assignment work addresses, reducing the need to navigate through employee record screens.

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