eExpenses

From 18 October 2021 all claimants with an Oxford SSO must use SAP Concur eExpenses system to claim reimbursement of expenses

The new online SAP Concur eExpenses system is now live for all Law staff and post-graduate students with a SSO.  All expenses claims with the exception of claims relating to taxable benefits, e.g. disallowed subscriptions, must be submitted using E-expenses. A new paper form has been introduced which is only for use by visitors without an Oxford SSO.

The link to sign in to SAP Concur for the first time can be found on the University's eExpenses project page. 

An introductory video to the system is available as an overview of the project.

24/7 SAP Concur user support is available, please see the Finance Division website or ring 0800 389 8758.

If you find that you do not have access to SAP Concur with your Law email address complete the eExpenses Claimant Access request in the University self-service catalogue. Input your details and select Charlotte Vinnicombe as the approver.

Training is not obligatory but you can access online training via the eExpenses Training and Support pages . You may find the selection of short How-to videos particularly helpful.

Overview

• You can create and submit an expense claim electronically either via computer or smart device, wherever you are working.
• You can photograph or scan your receipts and upload them to your claim or email them to eExpenses, ready to attach to your claim.

• You can delegate the creation of an expense claim if you don't currently complete your own claims, but you will need to submit the claim yourself. This forms a declaration on the system that the expenses you are claiming have been incurred for carrying out University business and that they are in line with the University's expenses principles and takes the place of the claimant's signature.
• Checks will still be carried out by reviewers and approvers, but this will be done online and your claim will be returned to you, electronically within the system, if additional information or explanation is required.
• You can view the progress of your claim all the way through the approvals process within eExpenses.

To get started

Before you can create your first expense claim online, you need to add your bank account details and other information to your personal profile in eExpenses. You must do this using the web browser (not the mobile app).  You cannot delegate this activity to someone else.  You only need to do this once, unless your details change.

To update your profile:  

• Sign into SAP Concur using your SSO (Single Sign-On) credentials (for example, abcd1234@OX.AC.UK), using the button on the Finance Division website.
• Input your bank account details.
• If you will need to claim for mileage, add the required vehicle details.
• Verify your University email address, which is already uploaded, if you want to email receipts to the system.
• Add and verify an alternative email address if you will need to email receipts to the system from a different email account, for example the default address on your mobile device.

You might also want to download the mobile app (but this may not be possible with pre V7 android devices and pre iOS 12.0 Apple devices). To do this, you will need to use the unique University code, which is available from the Finance Division website.

Law Faculty Accounts codes

You will need to enter an accounts (Oracle) code in your claim. As you start to use the system it will suggest a list of your “favourites” in the coding field, but for help getting started please see the Accounts Codes webpage.

University Expenses Principles

Please remember the overarching principles applicable to any Universisty expenses claim, and if necessary refer to the Claimants Expenses Guidelines to check if your expense can be claimed.

1. Value for money is achieved.
2. Expenses should only be used when it is not possible and / or practical for the University to pay for the good or service directly.
3. Costs incurred are for business purposes only, and the individual does not receive a personal benefit.
4. Only actual and evidenced costs are reclaimed.

Summary of available guidance and help

• University expenses policy and guidance.
• Claimant Quick Reference Guide (PDF).
• Approver Quick Reference Guide (PDF).
• eExpenses training and support.  The training is presented in modules so you can navigate to the specific element you want to learn about.  Training is optional.
• ‘How to’ topic-based video guides (maximum length is 3 minutes). 

• 24/7 SAP Concur user support (contact details available on the Finance Division website)