eExpenses training and support

eExpenses go-live for your department or college

SAP Concur eExpenses is now live in Social Sciences division.  It is also available to the rest of the University but individual departments and participating colleges are choosing when to introduce it, in the window until the existing offline form is retired at Easter 2022.  Do not start using eExpenses until you hear from your department or college that you should do so.  If in doubt, check with your finance or admin team

Please contact SAP Concur 24/7 support on 0800 389 8758 if you need help using eExpenses

 

Launch sessions for claimants

Central Finance are running launch briefings for claimants covering:

  • A reminder of the University’s four principles underpinning expenses
  • Signposting to the extensive online help and guidance
  • A brief demonstration of eExpenses
  • An opportunity to ask questions

 The dates and Teams links for these sessions are as follows:

 CoSy training courses

Training is available for both claimants and approvers and budget-holders via CoSy, our course booking system.  The training is not mandatory but is recommended.

  • Log into CoSy and click the Course Search tile. Enter Expenses into the Course Title/Keyword field and click the Search button. Work though the screens and return to the Dashboard. Your training will be available from the My E-Learning tile
  • You can return to any section of the training at any time

Claimant course

The claimant course will take approximately 1 hour to complete. You will learn how to:

  • Set your profile
  • Create claims
  • Allocate & itemise claims
  • Upload receipts
  • Use the mobile app

Approver and budget-holder course

The training for approvers will take approximately 45 mins. You will learn how to:

  • Add delegates
  • Deal with departmental and budget-holder approvals
  • Check allocations & itemisations

CoSy SIGN-IN

      How To videos

      Once you start using eExpenses you might find it easier to refer to a short How To Video for tasks that are rarely performed such as allocating the costs to different account code combinations or projects.  Again, there are different versions aimed at both claimants and approvers and budget-holders.  Each video lasts no longer than three minutes.

      These videos can be accessed from the Financials Training web page.

      ACCESS HOW TO VIDEOS

      Quick Reference Guides

      There are also short guides available online of to print off showing the key actions required for using eExpenses:

      SAP Concur 24/7 support desk

      If you need further help using eExpenses please contact the SAP Concur 24/7 support desk, which should be your first port of call for queries about using the eExpenses system. (If your issue relates to logging in, detail about the University’s Expenses Policy or expenses payment you might be referred to your departmental finance or admin team or to the University’s central Finance department.)

      SAP Concur has signed agreements that they are compliant with UK GDPR regulations and they are set up to meet our legal requirements. While it has call centres around the world and follows the sun model, whereby calls are directed to a centre that is currently open in business hours regardless of where the call originates, University data is hosted in UK data centres.

      SAP Concur support desk staff cannot see your password or bank details within the system and you will never be asked for these. When you contact the support desk you might be asked for the following information: 
      •    Full name
      •    Company (organisation) name
      •    Phone number: in order to allow for a call back, if required
      •    Work email address: in order to confirm identity

      You can access support by phone or via Help within SAP Concur, which also offers the option to use Chat.

      SAP Concur support desk phone contact:

      UK: 0800 389 8758
      UK toll number for EMEA (Europe, Middle East and Asia): +44 2037 936933
      Worldwide: see contact details within SAP Concur itself
       

      EXPENSES CLAIM FORM (XLS)

      Use form until you are told to use eExpenses

       

      LOG IN TO SAP Concur eExpenses

      Log in only when you are told to use eExpenses

      Use only this link, and re-click here if session times out 

      Do not access via SAP Concur website

      Initial mobile log-on

      For use when eExpenses is live for your department

      • Verified email address or
      • SSO credentials (in format abcd1234@ox.ac.uk) or
      • University unique mobile code (95D6V7)

      Downloads and related links


      Guidance and support


      Help


      SAP Concur 24/7 support: 0800 389 8758 

      Payment query: payments@admin.ox.ac.uk