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
The information below requires the addition of some links to service requests and forms which will be added before eExpenses goes live.
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.
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.