The information below requires the addition of some links to example reports and the Quick Reference Guide 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, and provisionally are expected to introduce the system during June, with the exact date to be confirmed. eExpenses will be available for other departments and participating colleges two weeks later, with individual departments choosing when to start using it and when to stop accepting the current paper expenses claim form (within the window until its retirement at the end of September 2021). Please check with your departmental or college admin or finance team when you should start using eExpenses.
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.