Managing access to eExpenses
How to manage access to SAP Concur eExpenses in a secure, confidential and GDPR-compliant way, covering forms and authorised signatories for adding, maintaining and removing users
SAP Concur eExpenses will be live in Social Sciences division from 18 October, but check with your department when you should start using it for claiming most expenses. eExpenses will be available for other departments and participating colleges from mid-November with individual departments (and colleges) choosing when to introduce it and when to stop accepting the current paper expenses claim form, in the window until it is retired at Easter 2022. You should hear from your department or college when to start using eExpenses. If in doubt, check with your departmental or college finance or admin team.
The University uses SAP Concur eExpenses to manage expense claims. Claims are entered by claimants, review and approval are undertaken on the system, and reports can be used to manage the process.
Departments are responsible for managing their processes for administering expenses and maintaining appropriate access to eExpenses. This is managed by authorised signatories with responsibility for managing system access. Careful management is important to protect financial information and implement financial controls. See guidance on the Maintaining roles and data in eExpenses page which provides more information about access.
Access to eExpenses may enable administrators to see sensitive and personal data. They must therefore be aware of the requirements for confidentiality in handling University information. The University complies with the requirements of the General Data Protection Regulation (GDPR) and individuals with access to eExpenses must ensure they do not contravene these. Financial or personal information must never be divulged to parties who do not need this in the course of ordinary University business.