COVID-19 – Addition of 13 types of reimbursable expenses in Concur

Posted on Thursday, April 23, 2020

To assist in reimbursing expenses during the COVID-19 crisis, the Financial Resources Expense Reimbursement Team has added 13 types of reimbursable expenses in Concur under Expense > Claim Type > Voyage/Travel. These expenses have been temporarily added to provide quick, efficient, end-to-end electronic reimbursement. These changes to Concur supplement the measures already put in place by Financial Resources, and by some faculties and services, to facilitate the employee reimbursements (up to $300 per item) during this crisis.

The following section of Frequently Asked Questions explains how to use this temporary solution. We would also remind you that Policy 36 – Supply of Goods and Services applies to these types of expenses and that corporate purchasing cards (PCards) and purchase orders (SciQuest) are still the preferred purchasing methods.

Frequently Asked Questions

  1. What types of expenses have been added?

  2. What is the advantage of using Concur to request reimbursement for these expenses?

  3. Is it mandatory to use Concur to request reimbursement for these expenses?

  4. Who can access Concur to request a reimbursement of these expenses?

  5. Where can I find these types of expenses and how do I enter them in Concur?

  6. Under what conditions can I use Concur to request reimbursement for these types of expenses?

  7. What is the approval process for these expenses in Concur?

  8. Will these types of expenses remain under the Voyage/Travel section in Concur?

  9. Do you have any questions or comments?

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1. What types of expenses have been added?

A total of 13 types of expenses have been added under Other reimbursable expenses.

Banner Account Number

Banner Account Names

Expense type in Concur

70501

Books

Books

70502

Periodicals

Periodicals

70761

Other Computer Equipment

Computer Accessories

71032

Office Supplies

Office Supplies

71401

Long Distance Calls

Long Distance Calls

71412

Portable phone

Cellular Phone

71421

Monthly Fees

Internet Fees

71901

Courier

Courier/Postage

72801

Association Membership Fees

Membership fees

71425

Web Subscriptions

Online Subscriptions

71003

Photocopies

Photocopies/Printing

70711

Software Purchase

Software

71011

Articles publication

Publication

2. What is the advantage of using Concur to request reimbursement for these expenses​​​​​​?

Concur allows users to request and obtain reimbursement (up to $300 per item) in the same way they would for travel expenses or hospitality costs. For example, Concur users do not need to send their supervisor’s approval for the purchase in question and a digital copy of the receipt to an email address. Concur allows for quick, efficient, end-to-end electronic reimbursement.

The approval process for these expense claims can be the same as the one currently in place in Concur to reimburse travel expenses and hospitality costs, or it can be modified as required.


3. Is it mandatory to use Concur to request reimbursement for these expenses?

No, it is not mandatory.

This tool adds to the measures already put in place by Financial Resources, and by some faculties and services, to facilitate employee reimbursements during this time of crisis, to the extent that regular methods cannot be used.


4. Who can access Concur to request a reimbursement of these expenses?

Access to Concur has not changed: only regular employees can use Concur.

Employees who are not regular employees of the University of Ottawa (such as temporary employees without a contract, retired employees, students or guests) do not have access to the Concur expense management system. These people will need to contact their faculty or service to determine how to proceed to obtain reimbursement.


5. Where can I find these types of expenses and how do I enter them in Concur?

These expenses can temporarily be found under the Voyage/Travel section of Concur. The information necessary to reimburse expenses must be entered in the fields of a travel claim.

The screenshots below show you how to enter the information required to create an expense report.

To claim these expenses:

  • Under Expense, click Create New Report.
  • In the Claim Type field, select Voyage/Travel.
  • Fill in the necessary fields (Screenshot 1).
  • Click Next and the system will display a series of expenses (Screenshot 2).
Report header in Concur showing where to find the new expense types

Screenshot 1

New expense types added to Concur

Screenshot 2

Note: You need to enter the city of purchase for every expense you claim. In most cases, the information entered in the Ville de l’achat | City of Purchase field is the city where the goods for which you are submitting a claim were delivered.


6. Under what conditions can I use Concur to request reimbursement for these types of expenses?

  • If you have incurred eligible expenses on behalf of the University and these types of expenses are listed in the Concur system
  • If you have incurred expenses on behalf of the University in relation to the COVID-19 pandemic and these types of expenses are listed in the Concur system (i.e., purchasing office furniture or IT accessories to work from home). Note that we have created COVID-19 cost centres for some of these expenses.

The Concur claim procedure remains unchanged for any unclaimed travel or hospitality expenses you may want to submit.


7. What is the approval process for these expenses in Concur?

The approval process may remain the same as the one currently in place in Concur for your faculty or service, or it may be changed as needed.


8. Will these types of expenses remain under the Voyage/Travel section in Concur?

As part of the Administrative Processes Modernization Program, the Expenses Management Improvements team plans to migrate these types of expenses into a third section, which will be added to the current two (Voyage/Travel and RDP/PER) in the coming months.

This new section, whose working title is Other Reimbursable Expenses, will contain the types of expenses that have been temporarily added to Voyage/Travel, along with several others.

The project team plans to increase the range of expenses that can be claimed on behalf of the University through Concur, making it a powerful tool in facilitating the electronic reimbursement of regular employees.


9. Do you have any questions or comments?

If you have any questions or comments, send an email to the Expense Reimbursement Team. You can also reach Lead Analyst Alexandre Gagnon and Compliance Officer Andrej Markovinovic on Microsoft Teams.

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