To access the Access Evo Expenses System, a manager must submit a setup request via the Finance Request Form in Microsoft Teams. New users must complete the New Supplier Form to be added to Dimensions for reimbursements. Setup usually takes 1-2 days, with supplier setup taking 3-5 days. Users should check email, spam, and correct details if the invitation hasn't arrived. Bank details must be submitted only through the official form, following strict verification and anti-fraud procedures.
To get access to the Access Evo Expenses System, your manager must submit a setup request through the Finance Request Form in Microsoft Teams. Once you have been set up, you will receive an Access Evo invitation email with login instructions.
If this is your first expense claim, you must also complete the New Supplier Form so you can be added to Dimensions and receive reimbursements.
Who needs Access Evo access
This process applies to all new users who need to submit expenses for reimbursement. Use it when:
- You are a new employee who needs access to the Access Evo Expenses System.
- You need to be added to Dimensions, the finance system, as a supplier so you can receive expense reimbursements.
- You need the onboarding information, policy documents or forms required to claim expenses.
How to get access to Access Evo
- Ask your manager to submit a setup request through the Finance Request Form in Microsoft Teams.
- Wait for the Access Evo invitation email confirming that you have been set up.
- Check that the invitation was sent to your correct corporate email address.
- Follow the invitation instructions and attempt to log in.
- Review the Expenses System Guidance and Company Expenses Policy before submitting expenses.
What to check if the invitation has not arrived
Before following up with Finance about an Access Evo invitation, you should:
- Check your inbox for the Access Evo invitation email.
- Check your spam and junk folders.
- Confirm that the correct corporate email address was used.
- Confirm that your manager submitted the Finance Request Form in Microsoft Teams.
If any of these steps have not been completed, complete them before asking for the issue to be escalated.
How to register for expense reimbursements
If this is your first time claiming expenses, complete the New Supplier Form. This allows you to be added to Dimensions as a supplier and receive expense reimbursements.
The New Supplier Form asks for:
- Your full legal name.
- Your home address.
- Your bank sort code, account number and account name.
- The email address to use for remittance notifications.
- Your contact telephone number.
What to provide if you cannot log in
To troubleshoot an Access Evo login or account problem, provide:
- Confirmation that you received the Access Evo invitation.
- A screenshot of your login attempt.
- A screenshot of the Access Evo error screen or any error message.
- Your full name.
- Your manager or approver details.
How long setup usually takes
These times are reasonable internal expectations. Actual times may vary depending on workload and ticket service-level agreements.
- The Access Evo invitation is sent after you have been set up following your manager's request through the Finance Request Form in Microsoft Teams.
- Account setup usually takes one to two working days once you have completed the checks and provided the required information.
- Dimensions supplier setup usually takes three to five working days after you submit the New Supplier Form.
- Expense payments are typically issued within two weeks of your manager approving the expense in Access Evo.
What can delay your setup
Access or reimbursement setup may be delayed if:
- The New Supplier Form is incomplete.
- Your bank details require verification.
- Your manager has not submitted a setup request through the Finance Request Form in Microsoft Teams.
When to contact the Purchase Ledger Team
The issue should be passed to the Purchase Ledger Team when:
- You submitted the New Supplier Form but have received no update after five working days.
- Your bank details require verification or there is a potential mismatch.
- You cannot be found in Dimensions or Access Evo.
- Duplicate supplier records appear.
[VERIFY: add contact instructions for the Purchase Ledger Team]
When to contact the Transaction Service Manager
The issue should be passed to the Transaction Service Manager when:
- Your Access Evo invitation has not arrived after you have confirmed your email address and checked your spam and junk folders.
- You receive an access-denied, single sign-on (SSO) or password-reset error.
- There is a suspected system outage or credentials problem.
[VERIFY: add contact instructions for the Transaction Service Manager]
When employment details need to be corrected
The issue should be passed to Supporting Education Group when:
- Your employment record is not active or has not yet been created.
- Your job role or line manager details are incorrect in system feeds.
[VERIFY: add contact instructions for Supporting Education Group]
How bank and personal details must be handled
Do not send or request bank details by email or Microsoft Teams chat. Bank details must only be collected through the official New Supplier Form.
If bank details are being created or changed, the person processing them must:
- Follow the organisation's callback verification procedure.
- Use two-step bank detail confirmation.
- Follow standard anti-fraud checking procedures.
Use this wording when bank details are sent through an unapproved channel:
For your security, we cannot accept bank details sent by email or Teams. Please complete the official New Supplier Form so we can process your expense reimbursements.
Documents containing personal data must only be stored in approved systems, such as Microsoft Forms or Finance OneDrive. Do not download or store personal documents locally, and delete personal data accidentally received by email after processing it in line with the retention policy.