Expense claimant guide for people external to the University

New expense claims form for externals

In February/March 2021 the University is moving from the paper expense claims form to SAP Concur eExpenses for most expense claims. Social Sciences division will be early adopters of eExpenses to allow for a review before introducing the system more widely.  For more information please see the eExpenses project webpages. This new process will operate from then. Until that date, please continue to use the existing Expenses Claim Form

Staff and students are able to submit expense claims via an online system. However, if you are external to the University, an offline form should be used, the Expenses Claim Form (Externals). This can be completed electronically and emailed in, or a hard copy can be signed and scanned or posted.

Please complete the form in full. If there is missing information, payment may be delayed while this information is sought.

The University requires supporting evidence for all expense claims. This can be:

  • Original receipt attached to the paper form
  • Scanned receipt attached to an email submission
  • In cases where it was not possible to obtain a receipt or the receipt has been lost, a separate declaration should be made. Other supporting information, such as a credit card statement, should be submitted if possible

Once your claim is complete, you are asked to declare that your expense claim is legitimate. Please read the declaration, then either add your name to the form and email it, or sign a printed form and scan or post it to the relevant department.

If you need advice on whether you can submit a claim or on completing the form, please speak to your contact or the relevant departmental finance team.

EXPENSES CLAIM FORM (XLS)

Use form until you are told to use eExpenses

 

LOG IN TO SAP Concur eExpenses

Log in only when you are told to use eExpenses

Use only this link, and re-click here if session times out 

Do not access via SAP Concur website

Initial mobile log-on

For use when eExpenses is live for your department

  • Verified email address or
  • SSO credentials (in format abcd1234@ox.ac.uk) or
  • University unique mobile code (95D6V7)

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SAP Concur 24/7 support: 0800 389 8758 

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