Reimbursement of expenses

Concur Expense NextGen

Since May 19, 2020, Concur users have access to a new, improved interface. Concur Expense NextGen features a more intuitive, user-friendly experience. Learn more about the new Concur. The following guides have been updated to reflect this new interface and show you how to use it. They will take effect on the date mentioned above.

• Cheatsheet

• Acting as a delegate
• Add a delegate
• Add a Credit Card Charge to a report (TCARD and Personal Card)
• Adding attendees to an expense
• Adding a cash advance to an expense report
• Allocating expenses to a different FOAP
• Attaching a missing receipt affidavit
• Attaching receipts
• Calculating personal car mileage
• Creating an Itinerary for per diem allowances
• Customizing your profile settings
• Establishing the default approvers and FOAP
• Exploring the homepage
• Guidelines – E-receipts  (paperless claims)
• Logging into Concur expenses management system
• Reconciling a Pcard advance
• SAP Concur for your mobile device

Stakeholders’ roles and responsibilities in the central service

Travel compliance

Employee training

The workflow for reimbursement of individuals for University-related travel expenses has changed. For example, when travellers submit an expense report or travel advance, the Financial Operations and Administration section at Financial Resources confirms their compliance with the policy, not the compliance officer in their faculty or service, as in the past.

Since 2015, the responsibility of ensuring the compliance of travel expenses fell to faculties and service employees with a Concur expense management system compliance officer role.

With the compliance service, employees with a system compliance officer user role of affected faculties and services can only view their sector’s travellers’ expenses. They cannot make changes to expense reports in Concur as in was the case before.

The compliance service is offered by Financial Services for affected faculties and services.

• Regular employees can continue to request reimbursement for travel expenses online using the Concur expense management system.
• Travellers who are not regular University of Ottawa employees (e.g., temporary employees without a contract, retired employees, students or guests) do not have access to Concur. They must therefore complete one or more forms to request a travel reimbursement. Learn which reimbursement form(s) to use.

The Financial Operations and Administration section accepts paper forms (if signed by the fund manager or immediate supervisor) and supporting receipts for review. They can be submitted through one of the following methods: 

• In person: Financial Resources, Tabaret Hall (TBT W032, inside TBT W021)
• Email: reimbursement@uOttawa.ca — attach a digital copy of the paper form and receipts
• Internal mail: To the attention of Financial Operations and Administration, TBT W032

If a paper form (and therefore, the Banner invoice) needs to be modified, our compliance team will inform the Banner approver, the fund manager and the immediate supervisor by email. The faculty or service must inform the traveller of any changes.

On approving the paper travel reimbursement form, the faculty or service will receive an email to confirm the compliance of the claim. If the paper form and receipts have been delivered to the Financial Operations and Administration office, they will be sent back by internal mail to the Banner approver.