Contractors

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Expenses

How do I claim expenses?

Contractors must get approval from either the client or the account manager in order to expense. Please refer to the instructions below on how to complete expense claims and the associated business rules that apply.

Logging in

  1. Go to www.openair.com/index.pl 
  2. Enter your Company ID, User ID and Password
    [Click save "Save IDs on my computer" if this is your computer and you want the browser to remember your logon ID]

On entry you will be taken to your OpenAir home page, or if you have logged in previously, you will be taken to the last point of entry.

Expenses Business Rules

  1. All expenses must have original receipts.
  2. It is recommended that you keep a scanned copy of all receipts prior to sending the originals to accounts.
  3. You must mail all original receipts to our Corporate Headquarters: CMPeople Accounts Dept, P.O Box 312, Brighton 3186
  4. All Client Billable Expenses must have prior client approval, and must have a client approval attached.
  5. All expenses must be submitted within 2 months of being incurred. Expenses entered outside this timeframe will not be reimbursed.
  6. If expenses are submitted with all the correct receipts and necessary paperwork, we guarantee a maximum 21 day turnaround for payment.

Creating an Expense Report

  1. Log in and navigate to the Expenses module.
  2. Select "New ... " from the expenses drop down list.
  3. Enter your name as the name for the report and the date for the expenses report is the date that you are creating the Expense (the date OF the Expense is entered within the Report)
  4. Enter expenses as required. Add more rows to the sheet if you need. Select tax type, client and engagement as required. All expenses are to be entered in Australian dollars. Contact Accounts if you have questions on tax and/or exchange rates. 
  5. Click Save if you want to review and/or add to the report later, or save and submit if you want to submit the report to accounts for processing.

You will need to send the original receipts to accounts. We recommend that you take a copy and/or scan of the receipts prior to sending. Expenses will not be reimbursed until the original receipts (and any associated documentation ie sign-off , are received by Accounts.)

Printing an Expense Report for Client Approval

If you have expenses that will be charged to the client, and you need the claim approved, please follow the instructions below:

  1. Navigate to the Expenses's page and select the Expense report that you want to print for approval.
  2. Click on the Report link above the list of Expense Report entries. This will bring up the Expense Report.  
  3. You can now Print directly or produce a PDF file for client approval. Select the "PDF" option to produce a PDF file with the CMPeople logo

Once the Expense Report has been signed, you will need to include signed Expense Report with the original receipts when mailing them to Accounts for processing.  Expenses will not be reimbursed until after they have been received by Accounts. 

Adjusting an Expense Report

You can edit saved Expense Reports that have yet to be submitted.

  1. Log in to OpenAir. You will see on your Home Page a list of the saved and not yet submitted Expense Reports.
  2. Click on the link for "Open Expense Reports", this will bring up a list of open Expense Reports.
  3. Select the Expense Report that you want to edit, this will bring up the edit form to make changes to the report.