eExpenses

The new online SAP Concur eExpenses system is now live in the Mathematical Institute. You can access the system via the Finance Division website.  Please use the new eExpenses system for claiming expenses, with the exception of claims relating to visitor expenses or taxable benefits. New claim forms have been introduced which are only for use by visitors without an Oxford SSO, or for submitting reimbursement for expenses considered taxable benefits (e.g. disallowed memberships).

Guidance and help

• eExpenses training and support
• How to videos
• 24/7 SAP Concur user support via 0800 389 8758.

eExpenses Quick Reference Guide - Claimant.pdf

eExpenses Quick Reference Guide - Approver.pdf

Getting started on eExpenses

In order to start a claim, you will need to set up your profile, including your bank account details:

• Sign into SAP Concur using your SSO (Single Sign-On) credentials (for example, @email), 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, company/SSO code 95D6V7.

Cost Codes

• You will be asked to enter the code to charge the expense to. If you are unsure of your code, please contact @email, or your Research Group Assistant who will be able to advise on the correct code to use.

Exceptions

• An Expenses Claim Form (Externals) has developed for use by people external to the University, without an SSO ID (for example, visitors, research participants and interview candidates), who will not use eExpenses.
• A new offline form also will need to be used for items that constitute a taxable benefit and it is available from the Finance Division website.

University Expenses Principles

Please remember the overarching principles applicable to any University expenses claim as outlined below. The Claimant’s Guide should be consulted to determine the types of costs and that can and cannot be claimed for the purpose of University business.

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

In addition, expenses on research projects are subject to the terms and conditions specific to the funder. If you are unsure about whether an item is eligible on your research grant, please contact the Senior Finance Officer (Research Projects & Studentships) for guidance before any expense is incurred. 

For further information, please see the Finance Division website.  Alternatively, please contact @email or come to one of our drop in sessions every Monday from 7th May between 10:30-12:30 (S0.36) where the purchasing team can help any staff or students with their expense related queries.