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.
Data on expenses exists in two systems:
- Oracle Financials: primary record of the transaction as reflected in the financial statements or reported to funders
- SAP Concur eExpenses: source data, including more detail on individual items and supporting evidence
Further information about reports customised for the University, including the purpose of each report, how to run it and a sample of the output is available via the menu to the left of this page.
If departments run their own eExpenses reports, these may not reconcile to expenses data in Oracle or provided on dashboards because:
1) In eExpenses, departments can run reports on claimants belonging to their department, not on transactions charged to their department. For example, if a Chemistry academic legitimately submits an expense claim to be charged to the Physics department, the transaction is approved by Physics, shows on Oracle as charged to Physics accounts, and appears on Physics Oracle reports and dashboards. However, it will appear in eExpenses reports run by Chemistry (not Physics).
2) If a claim is exported from SAP Concur eExpenses with an invalid code, it will not import to Oracle. If corrected by updating the code in Oracle, this will result in a mismatch between Oracle and eExpenses.