eExpenses preparation

Before SAP Concur goes live it will be populated with certain data, for example codes against which claimants can claim expenses.  It is important that this information is accurate and non-sensitive, so departments and colleges adopting SAP Concur had the opportunity to review their information in advance.

Finance staff working in departments and colleges adopting SAP Concur can also play an important part in preparing claimants for the change. The three key areas of involvement are outlined below.

COST CENTRE AND PROJECT DATA

Claimants will be asked to allocate costs to where they should be charged. The aim is to make charging costs to the right place first time as easy and efficient as possible. Claimants will be able to select most frequently used codes from the top of their list and they can search for other cost allocations by the cost centre or project code or by the first word of the cost centre or project name.

To ensure that there are no sensitivities in cost centre or project names, and to provide an opportunity to consider whether they are easy to search on, departments and colleges adopting SAP Concur were sent a list of cost centre names, project short names and sub task names to review. 

Key questions they were asked to consider were:

  • Which cost centres and projects should be available for charging expenses to? 
  • Are the names of these cost centres sensitive? If so, rename them to something else because they will be searchable by all who can claim expenses against your cost centres
  • Will it be easy for claimants to search based on the first word of the cost centre name?  If not, consider renaming so the first name is intuitive for claimants
  • Who should sign off this data before it is submitted for inclusion in SAP Concur?

Updates will be possible after SAP Concur goes live and between now and go-live.  See the GL amendment process webpage on the Finance website.

APPROVER DATA

It is essential that details of the right people are input into SAP Concur so that claims can flow through the process seamlessly.  Departments and colleges adopting SAP Concur will need to undertake the following activities:

  • Check that top task managers in Oracle projects are appropriate to undertake the budget-holder review for project expense claims, and provide an alternative if they are not. Budget-holder review is mandatory for project claims.  [Project approvers do not mimic the purchasing hierarchy.]  
  • Provide names of budget-holders for GL (general ledger) cost centre codes, if these are required.
  • Advise who will have delegated authority to approve expense claims at each of the levels in the approvals hierarchy as listed below.  These are mandatory within SAP Concur.
    • Approver level 1: (approval limit of 1 pence): checks and approves all claims before they progress to authorised signatory approval
    • Approver level 2: (approval limit of up to £5,000): authorised signatory for claims of up to £5,000, approves claims above £5,000 to progress to next approver
    • Approver level 3: (approval limit up to £10,000): authorised signatory for claims of up to £10,000

Within SAP Concur master accounts are set up for some budget-holders and for each approver level within each department.  This means that multiple approvers are delegated authority within the system. All of these approvers will receive an email notification when an expense claim needs attention and it will be dealt with on a first past the post system.  In other words, once one approver has actioned the claim, the others will not be able to access it although they will still be able to view it.  It is possible to manage notifications so that, for example, only one person receives the email.

Updates will be possible after SAP Concur goes live and between now and go live.  Further information on the process to follow will be available in due course.

 

 

PREPARING YOUR CLAIMANTS

The project team has a communications and training strategy in place but finance and administrative staff within departments and colleges that are adopting SAP Concur will have a role to play in assisting claimants as they move to using the new system.  Specific activities include:

  • Considering who might be a departmental champion to lead engagement with colleagues and act as a point of contact as SAP Concur goes live
  • Making use of available communications materials via local channels, for example meetings and newsletters
  • Facilitating communications near to and at the go-live date supported by: 
    • readiness checklist
    • go-live materials (countdown emails, paper and electronic posters, Quick Reference Guides) 
    • update pack - this is a set of PowerPoint slides that can be used as a whole or piecemeal at staff meetings and updates within departments