Information for staff, including academics and researchers, and students about how to claim for incurred expenses
Expenses going online
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, and provisionally are expected to introduce the system during June, with the exact date to be confirmed. eExpenses will be available for other departments and participating colleges two weeks later, with individual departments choosing when to start using it and when to stop accepting the current paper expenses claim form (within the window until its retirement at the end of September 2021). Please check with your departmental or college admin or finance team when you should start using eExpenses.
Before you start
The University does not expect staff or students to pay for goods or services where it can pay directly (for example, using a purchasing order). When this is not possible, staff can pay themselves and claim via the expenses process. Any expenditure claimed via expenses must be in line with the Expenses Principles. Before you spend, think about whether this is the right route, or whether the University is able to pay directly.
Claims should be submitted promptly - as close as possible to the time of expenditure, with submission within three months of the activity concluding or return from travel. Lack of organisation, forgetfulness or non-awareness of the procedures etc are not acceptable reasons for delay. Please note that late claims may not be reimbursed.
To avoid staff being out of pocket, an advance can be requested (if certain criteria are met). See further information about organising an advance.
Making a claim
There are two ways to submit a claim:
Most claims should be submitted via SAP Concur eExpenses and further details are outlined below showing the action you need to take when you first access the system (Your profile in eExpenses) and how to make a claim using it (Claiming via eExpenses). eExpenses can be accessed via the link in the right hand menu. Log in with your Single Sign On (SSO) user name and password (for example abcd1234@OX.AC.UK).
Staff and postgraduate students: set up in the system when they join the University
Some items that form a taxable benefit need to be paid via payroll. These classifications are made by HMRC and the University is obliged to follow them. There is a separate offline form for these items and details are available below (Claiming for taxable benefits).
Before you make your first claim, you need to set up your profile within SAP Concur eExpenses, logging in via the link in the right hand menu using your SSO credentials (for example abcd1234@OX.AC.UK). This has to be done via the web browser, rather than the mobile app.
The following items need maintaining:
Bank details: so your expense claims can be reimbursed
Vehicle details: required if you claim mileage (you can include multiple vehicles, as well as motorbikes and bicycles)
Email address: if you want to email receipts to the system you need to verify your University email address, and you can add another email address (for example, to send photos of receipts from the default email address on your mobile device)
You can add and manage delegates via your profile, enabling colleagues to carry out some activities on your behalf. A delegate can create a claim on your behalf but you have to submit it yourself (see more information under Claiming via eExpenses)
Your profile can be amended at any time and you should keep it up to date.
If you are never going to make an expense claim you do not need to edit your profile (for example by adding bank details). You will still be able to act as a delegate for someone else.
Multiple items within a single department can be submitted on a claim and we advise grouping items onto a single claim where appropriate
An expense claim which totals more than £10,000 cannot be submitted or processed via eExpenses:
If the claim consists of multiple items totalling more than £10,000, the claim can be split
If it is a single item, please contact your Head of Administration and Finance (HAF), or equivalent, for advice
When you start a claim, you will be prompted to:
Provide a name for the claim and brief details about the purpose: take time to make these meaningful as this will help you keep track of your claims later
Specify which project code or a cost centre the costs should be charged to (please speak to your departmental finance or admin team if you need information about codes):
This code will be applied to all items on the claim
If you are including items that should be charged to different codes, select the appropriate code for the majority of items to minimise amendments and then change the coding for individual items where needed
Your main department is selected by default, giving access to your department’s codes but you can change the department if necessary using the drop-down. You will need to do a separate claim per department
You should add each item individually to the claim. You will be prompted to:
Select an appropriate expense type, for example train, conference travel, and it will automatically map to the correct Oracle code (if you are unsure which expense type to select, do not guess the code but contact your departmental finance or admin team for advice)
Complete basic information about the item, including the value
Provide information about the purpose of the claim, which is essential to remain compliant with HMRC and funder requirements
Additional information is required for certain items, including:
Entertaining: details of attendees must be included (note this may have a tax implication). You manage attendees in your eExpenses profile, and then choose which of your listed attendees should be included on an individual claim, or add them directly as you create the claim
You need to have entered vehicle details in your profile before you can claim mileage and note that by submitting a claim for mileage, you are declaring that your car is roadworthy and insured for business use
You can enter miles travelled or use the mileage calculator by entering your start and end points
You can add passengers if appropriate
HMRC reimbursement rates will be applied to your claim
Currency: you can claim for different currencies and eExpenses will convert this to GBP (GB pounds) using the transaction date exchange rate from Ouanda.com (see more information under Frequently Asked Questions)
You can change where the item is charged by amending the coding details and can split an item across multiple codes if necessary by using the Allocate option.
It is an HMRC requirement that all expense claims are supported by evidence and you can provide this by attaching photos or scans of receipts to your claim
Some research funders have additional requirements (for example, flight boarding passes) so check grant terms and conditions or talk to your departmental finance or admin team for advice
Credit slips or copies of bank statements alone are not considered sufficient evidence to support a claim, as they do not provide itemised detail of the transaction
We recognise that sometimes it is not possible to obtain a receipt or receipts get lost in which case a declaration is required. Where possible, other supporting documentation (for example a bank or credit card statement) should also be attached to the claim
If you are claiming from a project, there may be additional funder requirements
eExpenses might flag up messages (for example, a warning that a receipt has not been attached) to highlight areas where you may need to add more information, check that an item is correct or that it is in line with guidance, so that your claim flows through the process as quickly as possible
Once you have finished your claim and cleared any warnings, you can submit it and by doing so you are declaring that the expenses you are claiming have been incurred for carrying out University business and are in line with the University's Expenses Principles. This declaration is recorded within the eExpenses system
Submitted claims enter a workflow for review and, if there is a query, your claim might be returned to you for additional information or explanation
You will receive email alerts as your claim travels through the workflow and you can track the progress of your claim by clicking “Open claims” to view all your claims
Delegates can prepare a claim on your behalf, but you will need to submit it yourself as your declaration, retained on eExpenses, that the expenses you are claiming have been incurred for carrying out University business and are in line with the University's expenses principles
You will receive an email notification when a delegate has prepared your claim and considers it ready for you to submit
You can set up more than one delegate via your eExpenses profile
CLAIMING FOR TAXABLE BENEFITS
Under HMRC rules, some items may be considered a benefit, and are therefore refunded via payroll so that tax can be deducted. These cannot be submitted via eExpenses, but should instead be detailed on the Taxable Benefits Expenses Claim Form, submitted to your department for authorisation and forwarded to the Payroll Team. Please note that due to payroll deadlines, reimbursement may not be until the following month.
The University is obliged to operate in line with HMRC rules. These rules can be complex, and we recognise that it is not always straightforward to identify taxable items. Taxable items may be identified as follows:
Guidance: information is included in the expenses guidance (see further information on taxation in the Expenses Policy)
System flags: where possible, information is programmed into eExpenses. If you receive a flag telling you to include an item on the Taxable Benefits Expenses Claim Form, please remove it from eExpenses and submit the offline form instead
Returned claims: items may be identified during approval. In this case, your claim will be returned to you to remove the taxable item and include on the offline form, before re-submitting your claim
Please note, paying for items yourself and claiming via expenses can affect whether they are taxable. The University should always pay directly wherever possible and practical. You are advised to speak to your departmental finance or admin team for advice if needed.
There is not a minimum amount for which you can claim an expense but we recommend grouping items together, otherwise the cost of processing the claim might outweigh the claim (bearing in mind the University guideline to submit claims within three months of the activity concluding or return from travel)