eExpenses training and support

eExpenses go-live for your department or college

The University is moving from the paper expenses claim form to SAP Concur eExpenses for most expense claims. Social Sciences Division departments will be early adopters of eExpenses, to allow for a review before it is introduced more widely, with other departments and participating colleges being able to introduce it two weeks later and choosing exactly when to do so during the window until the current paper form is retired.  The project has encountered some technical issues integrating eExpenses with the existing University systems which has resulted in a delay in eExpenses going live. Dates will be confirmed and published here when known. 

 

CoSy training courses

Training is available for both claimants and approvers and budget-holders via CoSy, our course booking system.  The training is not mandatory but is recommended.

  • Log into CoSy and click the Course Search tile. Enter Expenses into the Course Title/Keyword field and click the Search button. Work though the screens and return to the Dashboard. Your training will be available from the My E-Learning tile
  • You can return to any section of the training at any time

Claimant course

The claimant course will take approximately 1 hour to complete. You will learn how to:

  • Set your profile
  • Create claims
  • Allocate & itemise claims
  • Upload receipts
  • Use the mobile app

Approver and budget-holder course

The training for approvers will take approximately 45 mins. You will learn how to:

  • Add delegates
  • Deal with departmental and budget-holder approvals
  • Check allocations & itemisations

CoSy SIGN-IN

      How To videos

      Once you start using eExpenses you might find it easier to refer to a short How To Video for tasks that are rarely performed such as allocating the costs to different account code combinations or projects.  Again, there are different versions aimed at both claimants and approvers and budget-holders.  Each video lasts no longer than three minutes.

      These videos can be accessed from the Financials Training web page.

      ACCESS HOW TO VIDEOS

      Quick Reference Guides

      There are also short guides available online of to print off showing the key actions required for using eExpenses:

      SAP Concur support desk

      Once eExpenses is live, if you need further information you should contact the SAP Concur 24/7 support desk. This is your first port of call for queries about using the eExpenses system and should resolve your question. You can access support by phone (number to be advised) or via Help within SAP Concur, which also offers the option to use Chat.

       

      If your issue relates to logging in, detail about the University’s Expenses Policy or expenses payment you might be referred elsewhere.

      EXPENSES CLAIM FORM (XLS) For use until eExpenses live in your department

      LINK TO SAP Concur 

      For use when eExpenses live in your department

      University company/SSO code

      For first time mobile app log-in when eExpenses live in your department

       

      Downloads and related links


      Guidance and support


      Help


      Using eExpenses: SAP Concur 24/7 support (details available when eExpenses live)

      Payment query: payments@admin.ox.ac.uk