eExpenses overview

The eExpenses project aims to streamline the University's expenses process through policy improvements and process simplification, and to replace the current paper-based claims form with the online SAP Concur eExpenses system.

 

SAP Concur is the global leader in integrated travel and expense automation.  SAP Concur was chosen to supply the University's electronic expense claims system following a rigorous evaluation exercise to check its ability to deliver the University's requirements. The system has been configured to match those requirements and detailed testing is being undertaken to check those are being met.

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  • Simple, quicker, common process for expenses claims
  • Quicker remuneration of expenses claims
  • Better cost controls for budget-holders and administrators
  • Expense tracking and fewer expenses queries
  • Creating and submitting claims via your desktop or laptop, or via an app on your smart device
  • Being able to scan receipts and attach them to expense claims through eExpenses, either via your desktop or while on the go
  • Submitting expense claims from wherever you are
  • Management of claims on eExpenses (for example, returning a claim to a claimant in order to get more information)
  • Tracking the progress of your outstanding expense claim in real time

eExpenses is being introduced for use by all staff and students with a Single Sign-on (SSO) user ID across the University’s academic divisions, GLAM, Continuing Education and UAS. In addition, it will be used by Kellogg College, St Cross College and Reuben College.

The first phase of the project does not include people external to the University, for example, visitors, research participants, volunteers, interview candidates.

Almost all expenses up to £10,000 can be claimed through eExpenses, including claims allocated to project budgets or departmental budgets, 

Exceptions that will not be covered by eExpenses are:

  • Claims related to advances and subsequent reconciliation of expenditure (these will continue to be processed via the paper form)
  • Some expense items that form a taxable benefit and, therefore, HMRC requires to be paid and taxed via monthly payroll

These items will not be covered by eExpenses, but will be considered for future inclusion:

  • Examiner payments (for research degrees only)
  • Staff without SSO, including visitors
  • Corporate credit cards
  • Advances by bank transfer
  • Pre-paid card advances
  • Advance reconciliations
  • Integration with the travel supplier system