Expense claims for staff and students
SAP Concur is used to administer expense reimbursement for university staff and students. Non-University personnel cannot use the SAP system and must follow the external expenses process to reclaim expenses.
Getting started on eExpenses
In order to start a claim, you will need to set up your profile, including your bank account details:
- You can access the system via the Finance division website.
- 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.
Optional training
- Although training is not mandatory, individuals are strongly encouraged to explore the eExpenses training and support pages.
Departmental Guidance and checklist
To help avoid any delays in processing your expense claim, please refer to the expense checklist provided. It outlines the specific documentation and information required for each section of a claim - including travel, accommodation, subsistence, and any other relevant expenditure.
Ensuring all required supporting documents are submitted correctly from the outset helps us meet audit requirements and allows for a quicker approval process.
For further assistance including costs codes, please contact: @email or your Research Group Assistant. For queries related to cost eligibility for expenses that are to be charged to research projects, contact @email.
Also, please read some clarifications on different categories of expense which you may find useful:
Reasonable and necessary costs of a meal with beverages may be claimed whist travelling on University business outside of Oxford and which takes place for either the whole or substantial part of a working day.
Please note that to classify as subsistence the claimant must be away from their normal place of work i.e. Oxford.
If this criterion is not fulfilled then the costs fall to non-business which must be pre-approved by the Head of Administration and Finance due to tax implications.
Costs may be claimed for entertainment that furthers or promotes University business (e.g. dinner for a seminar speaker, examiner lunch, meals with government officials). The expectation is that 'business' entertaining will involve a ratio of 1:2 or 3 max non-employee: employee.
Any higher than that then the entertaining may fall to non-business which must be pre-approved by the Head of Administration and Finance due to tax implications.
Entertainment costs for University personnel for events that occur on a regular basis (such as Christmas parties) and are open to all departmental staff may be reimbursed as long as they do not exceed a maximum cumulative spend of £150 per person in any given tax year. These events are organised centrally by the Department.
All other non-business entertainment expenses are classed by HMRC as a personal benefit and subject to tax and National Insurance.
Any departmental non-business entertaining must be pre-approved by the Head of Administration and Finance. No non-business entertainment is allowable on grants.
Should be arranged and purchased through your department wherever possible. It is reasonable to provide light refreshments (e.g. tea, coffee and biscuits) before, during or after a meeting.
The cost of a working meals can only be claimed if:
- it is integral to the meeting; and
- a copy of the agenda, notes or action points are retained; and
- it takes place in an appropriate location:
- University staff only: must be taken on University premises
- University staff and externals: can take place on or off University premises;
- And alcohol is NOT consumed
Please Note: that these classifications are based on University and HMRC guidance and are applicable to all sources of funding.
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 and Thursday mornings between 9:30 to 11:30 AM(S0.36) where the purchasing team can help any staff or students with their expense related queries.