New expense claims system | University of Oxford
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A young individual sitting on their bed, staring at their laptop

New expense claims system

eExpenses for Students

The online SAP Concur eExpenses system is replacing the current paper expenses claim form for most expense claims in February and March 2021. Social Sciences division is introducing eExpenses in February and the remaining departments and participating colleges during March.

This means that from then on if you are claiming travel and subsistence or other expenses from an academic department, one of the colleges introducing eExpenses (Kellogg, Reuben, or St Cross), Continuing Education, the gardens, libraries or museums (GLAM), or any of the central UAS departments you will need to submit most of these electronically via eExpenses, and they will be checked and approved online. The existing form will be retired by the end of Trinity term 2021.

You will be able to create and submit your claims via computer or smart device, wherever you are working, whether on the go, at home or at the University.

Postgraduate Students

Please look out for emails from your department or college (if a member of Kellogg, Reuben or St Cross). These will contain important information about how to access eExpenses, what actions you need to take before you can create a claim, how to access online guidance and training, and where to get help.


Exceptions
• A new offline form is being developed for use by people external to the University without an SSO ID (for example, visitors, research participants and interview candidates) who will not use eExpenses. 
• A new offline form also will need to be used for items that constitute a taxable benefit.
• Undergraduate students do not often claim expenses from their University departments, so will not be set up automatically in the eExpenses system, but can be added as needed. 
• There are no changes to the processes for requesting and clearing advances or using University credit cards.

Undergraduate Students

Undergraduate students do not often claim expenses from their University departments, so will not be set up automatically in the eExpenses system, but can be added as needed. If you need to claim expenses, you will be provided with more information about this.

Please see more details on the Finance Division website and if you have any questions email the project mailbox.