E-Travel

The E-Travel system is an automated travel and expense tool from Concur Technologies. From this page, users can access up-to-date information on E-Travel and refer to training material on the new system.

E-travel
E-Travel News
March 2017

Guidelines for submitting e-receipts for Concur Expenses Claims 

In November 2015, uOttawa introduced E-Travel (Concur Expense). We are pleased to report that the system is now fully deployed in all faculties and services. As we strive to improve our services and streamline our processes, we continue to fine-tune the configuration and design of the Concur system at uOttawa.

With this in mind, today we are announcing changes to how original receipts are submitted for Concur expense claims. An external expert has now completed a technical review and evaluation into the Canada Revenue Agency and granting agency requirement for submitting electronic receipts. This expert has confirmed that the University meets the standard to eliminate the need to retain paper receipts that are stored electronically in the Concur Expense System.

Effective immediately, faculty and staff members who submit expense claims in Concur no longer need to send their original receipts to their financial office. Original receipts will still be required for expense claims submitted using the manual (paper) forms (submitted by non-employees, students, invited guests, etc.).

For further details on the new receipt submission guidelines, please refer to the chart below:

Claim type

How to attach your receipts with your claim

What to do with original receipts after your claim is approved

Concur Expense claims

  1. Capture images of your receipts using your smartphone or scanner, and store them on your hard drive or the Concur receipt store. Check the quality of image.
  2. Attach receipt images to line items in Concur Expense claim.
  3. Submit claim electronically for approval and processing.
  1. Retain original receipts for 90 days after your claim has been reimbursed.
  2. Destroy original receipts 90 days after reimbursement of your claim.

Manual (paper) claims (submitted by non-employees, students, invited guests, etc.)

  1. Make copies of all original receipts for your reference (and in case original receipts are lost in transit or become detached from your claim).
  2. Staple original receipts to the paper claim form.
  3. Manually submit claim for approval.

Copies may be destroyed.

IMPORTANT: For more information on acceptable receipts, please see the Guidelines for submitting e-receipts for Concur Expense claims.

June 2016

E-Travel has reached cruising altitude!

E-Travel is now in full deployment mode; we are aiming to have the system completely deployed in all faculties and services by December 31, 2016.

The Project Team has published a Deployment Procedure to help all remaining faculties and services deploy E-Travel. This procedure has been presented at various management meetings and the Project Team continues to work with our counterparts across campus to complete the deployment.

Travel procedure and policy

Policy 21 – Travel expenses  and Procedure 16-11 have been revised, updated and “refreshed” to align them, and the related terminology, with E-Travel. One important change is the requirement for boarding passes. A paper boarding pass is no longer required IF other acceptable documentation is included in the claim as proof that air/rail travel took place. This is consistent with Tri-Council (CIHR, NSERC and SSHRC) policy.

Valuable user feedback

Over 600 travel documents have been processed and reimbursed to date. Functionally, the system is working as configured. That being said, as with any new process, users are still learning and adapting to this significant change. The team is committed to the success of our users and to helping them in any way possible to work through this transition. Recently, the team sent out a survey to current users and received some valuable feedback.

Paper receipts

Many users have expressed frustration with the fact that paper receipts must still be submitted with their claims.

To that end, we are pleased to announce that we have begun the certification process that would eliminate the legal requirement for us to keep hard copy receipts of reimbursed travel. In order to receive this certification, we need to demonstrate that we have a robust system and process in place. Given that E-Travel has been deployed for over six months, we can now move forward and we expect the new procedure to come into effect in the coming months. Until then, the current process must still be followed. Stay tuned!

Communication and training

The E-Travel User Page is your best source for E-Travel information and tools. We have developed user guides to help users perform anything they need to do in the system. We have also created a new set of guides for users who wish to have a comprehensive picture of their particular role. Please see – User Guides-Guides By Role.

On the right of the E-Travel User Page, users can log into the system, see which faculties and services have been deployed the E-Travel system, and click on a link to sign up for refresher training. Valuable contact information is located in the “Contact us” section.

February 2016

E-Travel continues to climb!

We are pleased to report that the pilot groups from the Faculty of Medicine, the Faculty of Arts, the Office of the Vice President, Research as well as Human Resources and Financial Resources took off on November 1 with minimal turbulence. To date, Concur has been used to process more than 130 travel claims for employees in our pilot groups!

Just before Christmas, we held a round table at which all users, testers and committee members discussed their experiences with the system, provided feedback and made recommendations for improvements.

Given the excellent feedback we received, we made several minor tweaks that have improved the users’ comfort level and increased user adoption. The Project Team extends a huge thank you to the pilot users and committee members for their enormous contributions to the success of the launch.

Since the beginning of 2016, the Project Team has been meeting with other faculties and services to assess their readiness to adopt Concur. The University of Ottawa Library is the most recent addition to the list of E-Travel users.

Project page transformation

You will notice that we’ve transformed the project page into an E-Travel user page.

All training material and user information can now be found there, including a Concur login link! Keep in mind that you can only start using Concur if it has been configured for your faculty or service. Stay tuned for information on your deployment date.

October 2015

Who will be taking off on November 1?

The Faculty of Medicine, the Faculty of Arts, the Office of the Vice President, Research as well as Human Resources and Financial Resources are on the runway, fastening their seat belts and getting ready for take-off! These faculties and services will be the first to pilot the Concur system in a LIVE environment at the University of Ottawa. To prepare for this exciting time, these groups are now receiving classroom instruction and virtual training by way of customized videos and user guides.

Once Concur is deployed, users will be able to turn to the following to get answers to their questions, help resolve their issues and receive personal assistance and support: highly trained E-Travel Champions in each faculty and service, Concur’s user support line, and the uOttawa E-Travel Support Line and Lab Support.

What’s next?

Once they’ve evaluated the pilot group, the Project Team will begin bringing other faculties and services on board and proceed with the deployment across campus. At that point, user guides and videos will be published so that users can familiarize themselves with the system and prepare for deployment in their faculty or service.

As usual, feel free to contact us if you have any questions!

August 2015

It’s been a busy summer in the world of e-travel!

In order to successfully implement this change, the Project Team wanted to raise awareness and answer any questions the campus community might have. Therefore, over the past eight weeks, the project team has held information sessions, demonstrations and one-on-one meetings with hundreds of employees.

We have also been working regularly with the 45 dedicated end users across campus who are currently testing Concur.  These testers have been diligently helping us with many system enhancements and modifications. Thanks to their dedication, the Concur configuration is now complete. We will continue testing and tweaking the system, end-to-end, during August.

What’s next?

In September, the Project Team will be working very closely with the several pilot groups that will be the first to start using Concur. On November 1, 2015, Concur will be “live”.

We will be preparing the pilot groups with training material, in-class training sessions, administrative process building sessions and personalized demos. Following a pilot group evaluation, the software will be released in phases across campus using the same methodology until it is fully deployed.

By adopting this best practice, uOttawa will join hundreds of North American organizations currently using this system, including a number of other Ontario universities, namely York University, Lakehead University, and Queen’s University, as well as the University of Saskatchewan and the University of Manitoba, among several others.

Thank you for your continued support and feedback on the implementation of this project. Please continue to reach out to us. Your success is our success!

June 2015

Ease of use and efficiency

The month of May was a very busy month for the testers. The project team received exceptional feedback from our testing team, and this feedback has affected the configuration of the system. 

The testers and project team will be meeting throughout the month of June to test important changes that were made based on the feedback received, and  to test new elements that have been added to the system. 

The travel allowance module is particularly interesting: thanks to this module, travelers will no longer need to refer to the Treasury Board website to calculate their meal allowances, since Concur will automatically calculate the maximum meal allowance for each of the traveller’s destinations! To learn more about the many features of the new system, we invite you to attend one of the information sessions being held on campus.

Places added: E-Travel Information Sessions

Due to the high demand for E-travel information sessions, we have increased the number of places in each session.  If the session you originally wanted to book was full, please revisit the online registration system to register. The Project Team looks forward to seeing you at one of these sessions!

May 2015

Reservce your sport: E-Travel Info Session and Demonstration

Deployment of your new automated travel and expense solution will take place in late fall 2015.  We want you to be informed of what it is all about.  Please register for one of the many Info Sessions and Demonstrations that will be taking place to get you ready for this system change.

Testing across campus!

Initial configuration has been completed.  Our 1st phase of testing has grown with extra participation across campus!  The testers met for a training session where they learned all about the features of the Concur system and the role that they will play throughout the testing phase. They will now be taking the month of May to enter specific test cases and provide the project team feedback on all the elements of the system.  We thank them for their valuable contribution.

April 2015

Testing and configuration continues

Our dedicated Focus Group members have been assigned Concur user accounts and have been providing the team valuable feedback during this phase. We are getting ready to start testing the data feed to uOttawa’s financial system – another exciting and extremely crucial step.

Training, Info Sessions and Demonstrations are being planned just for you!

We want to ensure you are comfortable to start using your new system, therefore we will be offering the following learning tools to you:

  1. Classroom Info Sessions and Concur Demonstrations: Come and find out what Concur and the e-Travel Project is all about. Starting in June 2015, these classroom sessions will be held in Tabaret Hall and at Roger Guindon. Registration through CODL will open in May. Come and see your new system in action. The floor will be yours to ask questions.
  2. Online Training: All Concur users will be offered online training to be taken before you access the system. As the tentative system launch is Fall 2015, this training will be available mid‑September.
  3. Approver and Compliance Officer Training: All users with approval authority (i.e. Banner Approver) or policy compliance responsibilities (i.e. Banner Payer) will be required to take a 2 hour classroom training session. Sessions will be held throughout the month of October in the computer labs at Demarais to ensure all users are ready on the launch date. A pre-requisite to this class will be the online training. Registration through CODL will open in September.

Stay tuned for updates and registration instructions on this page, the Gazette and the UOAR-L ListServ.

March 2015

The configuration step has begun. The goal of this step is to determine whether the current system configuration meets our needs and to make any necessary changes in order to apply our policy. The testing phase will continue over the next few weeks.

About the E-Travel Project
A collaborative effort

Staff at Ontario universities spend in excess of $150 M per year in travel-related costs to support their research and academic duties. The majority of these universities use manual, inefficient paper-based systems to process these claims. In 2011, the Ontario government instituted the Broader Public Sector Expense Directive (PDF), which among other things instituted the requirement to provide original receipts for all expenses. This resulted in a significantly increased workload for processing these claims. 

In a period of financial constraint and budgetary pressures, the University must work as efficiently as possible. In September 2013, seven Ontario universities submitted a proposal to the Ontario government requesting funding for an automated travel and expense system through the Ontario Productivity and Innovation Fund (PIF).

The proposal pointed out that not only do paper-based systems have inherent inefficiencies but also travel data required for analytics on airline identification and frequency of routes travelled, travel volumes and duration as well as vendors are nearly impossible to compile with a manual paper-based system. In order to leverage cost savings and purchasing power related to travel, the underlying data must be tracked. Hence the need for an electronic system that will help universities leverage their purchasing power.

The Ontario government accepted the proposal, and partial funding was awarded to support the initiative.

Who is Concur Technologies and why did the University choose this solution?

Concur Technologies is a provider of travel and expense management services that offers Web and mobile solutions for managing these expenses. Services include corporate travel booking, expense report automation, reimbursements, audits, business intelligence and integration of corporate cards. The company has extensive experience in the higher education sector and with a number of Canadian universities.

The University of Ottawa received a number of proposals and selected Concur as the best solution for its travel and expense management needs.

Moving to this solution will strengthen the University’s position as a modern and efficient institution by providing members of the University community with more effective tools. 

Benefits of Concur
  • Reduced costs: automation lowers transaction and processing costs
  • Time savings: population of travel data in expense reports through use of complimentary features
  • Increased transparency and improved policy compliance
  • Faster employee reimbursements
  • Creation of expense reports anywhere—capture and upload using a smartphone camera
  • Elimination of paper forms as a result of online processing
  • Email notifications on the status of approvals and payments
Project stages

Given the scope of the project, rollout of the solution for the new travel and expense system will be done gradually in order to meet objectives.  

#

MILESTONES

DATE

1

Select vendor for automated expense solution

Summer 2014

2

Put contractual agreement in place

Fall 2014

3

Establish roles and responsibilities

Fall 2014

4

Plan implementation

Fall 2014

5

Begin implementation

Winter 2015

6

Validate and test system

Summer 2015

7

Review policy 21 and provide training

Fall 2015

8

Begin progressive deployment

Fall 2015/Winter 2016

Implications

Implementation of this large-scale project will have an impact on every member of the University community.

The new system will affect the way we handle travel and expenses at the University of Ottawa and result in changes to some of our processes. Rest assured, however, that you will be guided through all of the changes with in-person and online training and have access to a support desk for any challenges or questions you have.

People

Active participation of key stakeholders from the University community is critical to the successful implementation of this travel and expense system. Participation is particularly important to ensure we have an overall view of the needs at the University so we can create a long-term and user-friendly solution. Members of the implementation team, users group and steering committee include staff from Financial Resources, Procurement Services and Information Technology as well as representatives from the University community (users, employees and professors).

The implementation team and users group are key to system testing and implementation.

The steering committee is actively involved in decision-making process.

Representatives from the University community (the users group) will be instrumental in simplifying the transition from the current paper-based system to an electronic system.

As a result, members of the University community will take part in a number of the implementation stages through their involvement in focus groups, presentations, surveys as well as in the design, execution and testing processes and, finally, training.

Project team – Steering committee
  • Denis Cossette – associate vice-president, Financial Resources
  • Lynne Ladouceur – director, Accounting, Financial Resources
  • Patrick Foré – director, Procurement, Financial Resources
  • Daniel Legault – chief administrative officer, Library
  • Sylvana Gandolfini – chief administrative officer, Faculty of Engineering
  • Christian Thibault – chief administrative officer, Faculty of Medicine
  • Suzanne Arcand – applications manager, Financial Systems, Information Technology
Project team – Core
  • Jodie McLeod – operations manager, e-Travel Project Implementation, Ressources financières
  • Mélodie Sorrell – financial officer, e-Travel Project Implementation, Ressources financières
  • Suzanne Arcand – applications manager, Financial Systems, Information Technology
  • Alain Sauvé – manager, Accounting, Financial Resources
  • Guylaine McCulloch – assistant manager, Accounting, Financial Resources
  • Daniel Villeneuve - Programmer-Analyst, Information Technology
Users group
  • Luc Albert – control and accounting officer, Faculty of Medicine
  • Nizar Ben Sedrine – assistant director, Research, Trust and Endowment, Financial Resources
  • André Beauchemin – professor, Department of Chemistry, Faculty of Science
  • France Boucher – director, Research, Trust and Endowment, Financial Resources
  • Manon Dugal – executive director, Human Resources
  • Alexandre Jablonski – administrative assistant, Faculty of Science
  • Bernard J. Jasmin – vice dean, Research, Faculty of Medicine
  • Lucie Laroche – manager, Finance and Human Resources, Sports Services
  • Sylvie Nadon – administrative officer, Physical and Financial Resources, Strategic Enrollment Management
  • Jean-Marc Renaud – professor, Department of Cellular and Molecular Medicine
  • Karine Renaud – administrative officer, Faculty of Social Sciences
  • Lise Rhéaume – manager, Financial Resources – Faculty of Arts
  • Chantal Sabourin – director, Administrative Services, Office of the President and Vice-Presidents
  • Thu Ha Tran - manager, Financial Resources - Faculty of Health Sciences
Contact us

The implementation of this system will affect us all and require us all to be very adaptable. Your cooperation, support and active participation throughout the process will help ensure a successful implementation and transition to the new travel and expense system.

If you have any questions, comments or suggestions, please don’t hesitate to email the e-Travel group.

E-Travel Champions by Faculty or Service:

FACULTIES

SERVICES

Concur is currently being deployed to EMPLOYEES ONLY in phases across the campus.

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For information regarding your Faculty or Service's processes and deployment, please contact your Resource Person listed in the "Contact us" section of this page.

 

Technical Questions?

1-866-793-4040 (available for you 24/7)

Help and Resource Guide

 

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