Goods and services from many of the University’s approved suppliers are available via a request to the Executive Officer, and cannot be brought independently or from alternative suppliers and then request reimbursement with an expenses claim. This ensures that payment is made directly from the University to the supplier, and that University financial regulations and procedures are adhered to.

It is only after confirming that the University’s approved suppliers are unable to provide the desired goods or services that staff may be able to purchase them elsewhere, but staff should consult with the Executive officer – Dee Parker, to ensure that the necessary conditions have been met before going ahead and incurring any expenditure. Finding a supplier who offers the goods or services at a lower cost than the University’s approved suppliers is not an acceptable reason to use them.

Similar rules apply to the majority of travel and accommodation, which is ordered through the University travel agent.

 

Before you incur any expense please check whether it can (and/or should) be paid for directly by the University. Further information can be found on the University Expenses webpages

Concur is primarily designed to reimburse staff & PhD Students travel & subsistence expenses. If you spend and try to claim for anything else, it is likely that your claim may be queried, rejected or assigned to the payroll team to process as a taxable item.

Full guidance re Expenses is given in the University's Financial Regulations FP16Link opens in a new window

Concur FAQs: Concur FAQs (warwick.ac.uk)

All staff must reclaim the cost of business expenses they have personally incurred using the SAP Concur Link opens in a new window(excluding relocation costs for new staff, which are claimed in a different way). Academic staff are usually given access to the Concur system when they first join the Department, and other staff as need arises, but any staff encountering system access issues should contact the Executive Officer for assistance. The Concur system is managed by the Expenses Team in HR.

All submitted Concur claims are subject to approval by both the Department and the Expenses Team. All claims must be submitted within three months of the expenditure being incurred, must be accompanied by the required details (all receipts and supporting evidence), must be payable from a project or budget with sufficient funds and must meet the requirements of the University financial regulations and procedures. Claims that meet these requirements will be processed and paid. Claims that do not meet these requirements will either be rejected or returned with queries.