Overview
Use this process when a colleague needs to be onboarded to the Access Evo Expenses System and, where required, set up in Dimensions as a supplier so they can receive expense reimbursements. This applies to all new users submitting expenses for reimbursement.
1. Purpose (When to use this)
Follow this process when:
- A new employee needs access to the Access Evo Expenses System
- A colleague needs to be added to Dimensions as a supplier to receive expense reimbursements
- You need to ensure the requester has the correct onboarding details, policy documents, and forms
2. Pre-checks (What the requester must do before we proceed)
Before raising a request or chasing Finance, the requester should confirm they have completed these checks:
- They have received the Access Evo invitation email and attempted to log in
- They have checked spam/junk folders for the invitation email
- They are using their correct corporate email address
- They have reviewed the Expenses System Guidance (PDF) and Company Expenses Policy
- They have completed the New Supplier Form if this is their first time claiming expenses
If any of the above are missing, ask the requester to complete them before you progress or escalate.
3. Information we need (What to collect to proceed)
A. Access Evo onboarding (invitation and login)
To confirm Access Evo setup and troubleshoot access:
- Confirmation they received the Access Evo invitation
- Screenshot of any error message if they cannot log in
B. Dimensions supplier setup (expense reimbursements)
If they are not yet set up to receive reimbursements, they must submit the New Supplier Form with:
- Full legal name
- Home address
- Bank details (sort code, account number, account name)
- Email for remittance notifications
- Contact telephone number
C. Additional details (only if troubleshooting)
If troubleshooting login or account issues, also request:
- Screenshot of login attempts
- Screenshot of the Access Evo error screen
- Full name
- Manager or approver details
4. Timescales (SLA guidance)
These are reasonable internal expectations. Actual times may vary based on workload and ticket SLAs.
Access Evo invitation
- Invitation is sent when the user is set up following the manager’s request via the Finance Request Form in Microsoft Teams.
Account setup after steps are completed
- 1 to 2 working days (once the requester has completed the pre-checks and provided required info)
Dimensions supplier setup (after New Supplier Form submission)
- 3 to 5 working days
Expense payment run
- Payment is typically issued within 2 weeks of manager approval in Access Evo
Common reasons for delay
Delays may occur if:
- The New Supplier Form is incomplete
- Bank details require verification
- No setup request has been raised via the Finance Request Form in Microsoft Teams
5. Escalation (When to hand off to a human)
Escalate when the issue cannot be resolved through pre-checks, or where account, supplier, or system issues require specialist access.
A. Purchase Ledger Team (supplier setup and reimbursements)
Hand off to Purchase Ledger when:
- The New Supplier Form was submitted but there is no update after 5 working days
- Bank details require verification or there is a potential mismatch
- The user cannot be found in Dimensions or Access Evo
- Duplicate supplier records appear
B. Transaction Service Manager (Access Evo access issues)
Hand off to the Transaction Service Manager when:
- The Access Evo invitation was not received after confirming the email address and spam checks
- The user receives login errors (access denied, SSO issues, password reset issues)
- There is a suspected system outage or credentials problem
C. Supporting Education Group (HR or employment record issues)
Hand off to Supporting Education Group if:
- The user’s employment record is not active or not yet created
- Their job role or line manager details are incorrect in system feeds
6. Compliance and mandatory wording
A. Personal data handling
- Do not request bank details via email or Teams chat.
- Only collect bank details through the official New Supplier Form.
B. Fraud checks (bank details)
If bank details are being set up or changed:
- Follow your organisation’s callback verification procedure
- Follow two-step bank detail confirmation
- Follow standard anti-fraud check protocols
Use this standard wording when needed:
C. GDPR and storage
- Store documents only in approved systems (Microsoft Forms or Finance OneDrive).
- Do not download or store personal documents locally.
- Delete any accidental personal data received via email after processing (in line with the retention policy).
7. Links, forms, and documents
Essential link
- New Supplier Form: https://forms.office.com/r/r06xm29n0G
Documents provided to the user
- Expenses System Guidance (PDF)
- Company Expenses Policy
System references
- Access Evo Expenses Portal
- Dimensions (Finance System)