Project Updates
New Expense Claim System: Live Demo
Published on Tuesday April 4, 2023
Join the Payment Services Team for a live demo of Concur, the new expense claim system for submitting claims for reimbursement.
Date: Monday, April 17
Time: 1.30 pm-2.30 pm
Link: Click here to join the April 17th Concur Demo
After attending this demo, claimants will be able to:
- Navigate to the new Travel and Expense Claims SharePoint Page to view all resources available
- Navigate the Concur site
- Add default coding to their profile
- Create a new expense claim
- Add/Remove expense entries
- Attach images, including the new digital missing receipt declaration
- Add foreign currency conversions and mileage expenses
- Allocate expenses (assigning split coding to a receipt entry)
Learn more at the Concur Home Page and the new Travel and Expense Claims SharePoint Page.
Planning to attend? Create meeting reminder in your calendar
A recording of the session will be available upon request from your department’s administrative staff.
For more information, please send an email to concurproject@uoguelph.ca.
New Expense Claim Submission Solution Launches in February
Published on Friday January 20, 2023
Next month, U of G’s Payment Services will launch SAP Concur, a modern, automated, user-friendly solution to improve and streamline the process for submitting expense claims.
Concur will allow users (i.e., faculty, staff and students on payroll) to electronically submit expense claims and receive approval electronically via computer or mobile device on campus, remotely or on-the-go. Those with the appropriate designation can approve expense claims electronically, too.
A phased rollout of SAP Concur runs from February through March. Units will be notified prior to the start of their rollout and further information will be provided directly to users to facilitate a seamless transition. The existing expense claim system (ECS) will remain in operation until all units have been transitioned.
For more information on the SAP Concur Project, please visit the Expense Claim System Replacement website, part of the Program Management Office site.
The SAP Concur Project Team would like to recognize that this initiative was made possible with the support and assistance of Computing and Communications Services, Financial Services, Audit Services and the many academic and non-academic units who worked together to bring Concur to fruition.
New Travel and Expense Reimbursement Policy and Procedures from Financial Services
Published on Thursday January 05, 2023
Payment Services is excited to announce the completion of a long-awaited update to U of G’s Travel and Expense Reimbursement Policy and Procedures, effective January 1.
Based on input from many units across campus, Financial Services has revised the former policy to a more structured and separate policy and procedures aimed at clarifying the expense reimbursement process for faculty and staff.
Some highlights of the update include:
- Separate policy and procedures
- New clarification of responsibilities
- New guideline regarding use of electronic images in Expense Claim System
- Tri-Agency’s requirement for reimbursements are now the same as U of G’s institutional requirements
- New approval guidelines:
- Dean, non-academic director or above’s approval threshold is increased from above $5,000 to above $10,000
- For claims with receipts past 365 days, final approval resides with dean, non-academic director, or above
- A Tri-Agency grant approver can be the claim’s final approver (chair no longer required to co-sign)
The policy, procedures and guidelines can be found at:
- Travel and Expense Reimbursement Policy
- Travel and Expense Reimbursement Procedures
- Hospitality Expense Reimbursement Procedures
- Honorarium Payment to Indigenous Elders and Knowledge Holders – Guidelines and Procedures
- Cell Phone and Home Internet Claims Reimbursement Guideline
- Guideline for Use of Electronic Images
If you have any questions, please contact Yolanda Yu at yolanday@uoguelph.ca.
Staff and Faculty Survey: Help Shape U of G’s new Expense Claim System
Published on Wednesday February 17, 2021
U of G will be replacing its current Expense Claim System (ECS) with SAP Concur, a modern, automated system that will improve and streamline the process for submitting expense claims. Staff and faculty: help us understand your current challenges to ensure the new solution meets your needs for work and travel expense claims.
Staff and Faculty: Take Our Quick Survey
We want to better understand your experience with our current ECS and ways we can make the expense claim process better. U of G staff and faculty are invited to complete a 5- to 10-minute survey by Feb. 26. All responses are confidential. Your input is essential in helping us shape the new system.
Take the ECS Survey now.
Benefits of SAP Concur
When we switch to SAP Concur, you will benefit from:
- a more user-friendly and intuitive system
- a more efficient and effective expense claim process
- attaching receipt images to a claim instead of submitting paper versions
- auto-fill of some expense claim information
- mobile capabilities that let you submit or approve expense claims via your wireless device.
Learn More
You can share feedback directly with the SAP Concur project team by sending an email to concurproject@uoguelph.ca.
For more information on this project, please visit the Expense Claim System Replacement website, part of the Program Management Office site. This site will be regularly updated with additional information as the project progresses.