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.