All University staff must submit expenses through the SAP Concur eExpenses system.
Claims made via old Excel forms are no longer accepted.

HOW TO CLAIM

• Log in to SAP Concur (eExpenses)

• First-time users must set up their profile and bank details before submitting a claim.

• External claimants (non-University users) should use the External Expense Claim Form.

• For help and guidance, see the SAP Concur Support Page or email finance@phc.ox.ac.uk.

RECEIPTS & BUSINESS PURPOSE

• Itemised receipts are required for all claims.

• Credit card or bank statements are not valid receipts (except to show exchange rates).

• Clearly state the business purpose of each claim – e.g. “Conference registration for X Project,” not just “Conference.”

CLAIM TYPES

Meals & Entertaining

• Staff Subsistence (Breakfast £10 / Lunch £10 / Dinner £25)

• Entertainment – Business (with external guests)

• Entertainment – Non-business (staff social events – taxable)

• Refreshments & Working Meals (must be integral to a meeting, no alcohol, agenda required)

• Non-staff hospitality (students or non-employees only)

Alcohol

• Usually not an allowable cost – confirm with your grants officer.

Taxis

• Only claim if public transport not possible – include justification.

Oyster Cards / Travel Cards

• Must attach a journey statement; HMRC requires proof.

• Season tickets rarely allowable unless exclusive business use is proven and pre-approved.

Mileage

• 45p per mile (+5p per passenger for University business).

• You must have business insurance in place.

OTHER GUIDANCE

• IT equipment/software must be purchased directly by the University (not via expenses).

• Purchasing from another University department must go through a Purchase Order, not personal payment (avoids VAT).

• For minor items (e.g. posters, stationery) purchased during travel, note that they are for University use.

FURTHER INFORMATION

🔗 Full Expense Guide
🔗 Travel Expenses Claimant Guide
📧 For queries, contact finance@phc.ox.ac.uk