Concur FAQs

How do I claim expenses?

Salaried staff - use our online system Concur (see box right).Concur works with single sign on - you do NOT need a separate Concur password; please do not try to contact Concur or anyone else for a password reset.

PhD students - use form FP16a PhD for a single time, after which we will set you up on Concur.

Other students and visitors - use form fp16a,

Workers with STP or VAM contracts - use the associated STP or VAM expense forms.

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

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

However, please take a moment to read our short guides on what you may claim and how to claim which should cover most of the questions and types of expense you are likely to have. If you have read the guides and are still having problems with your claim, please contact us (see box right). We are a small team so may not be able to assist immediately but will do our best to get back to you as soon as possible.

What may I claim on ExpensesLink opens in a new window How do I make a Concur claim

Please help us to help you get your claim processed quickly by ensuring it is complete and correct before you submit it, so we don’t have to return it requesting amendments or clarification.

The most common reasons we have for returning claims are:

Business Purpose field not completed correctly – this must state specifically why you incurred the expense – where you went, why and when
Full Receipts not attached – we must have full receipts showing what you have purchased; a screenshot of a bank payment app or a bank statement showing amount paid is not sufficient. Even if your payment is contactless, please ask for a full receipt. If you are travelling in London, please register your cad with TfL beforehand so you can download details of your journey & payment history
Multiple small claims submitted – please combine your claims into a single claim as much as possible, even if it includes different journeys or items charged to different codes

FAQs

How do I claim for the cost of an evening meal in the hotel in which I am staying? Select Expense Type "Hotel" and then select "Evening Meal" as an itemised transaction.
When will funds be credited to my bank account? After your claim has been approved by the Central Expenses Team you will receive an email with Payment Status of "Sent for Payment". Claims with status "Sent for Payment" by Wednesday afternoon will then be included in the next weekly BACS run, which is usually processed on a Thursday morning and funds credited the following Monday (subject to alteration re Bank Holidays, Christmas and Financial Year-end).
What does Payment status "Not Paid" mean? If you receive a Concur email titled Expense Claim Status Change which includes Approval Status "Approved" Payment status "Not Paid", you do not need to do anything; the Expenses Team will be aware there is a problem and will set up your payment details on SAP such that payment is made as above.
Breakfast in my hotel has been charged separately and exceeds £15 (or hotel does not provide breakfast so I have had to buy nearby): Provided your room rate plus the cost of the breakfast are within the limit, simply add your breakfast cost to the room rate as a single item (accommodation limits are intended to be inclusive of breakfast).
How do I reclaim a Tourist Tax Charge?: Please record this under Hotel as a nightly room rate charge

How to Access Concur

sign in to the University's webpages then enter Concur in the search box.
If this does not work please check first with your Departmental Administrator whether they have sent us your details and secondly whether those details are correct. We cannot accept requests directly from individuals to be set up on Concur - such requests must come from Departmental Administrators
If you are in WMG please contact WMGFinance Processing
If you still have problems email or phone 23000 (024 7652 23000) please include in your email the log-in Id you are using.

Need help or support?

View our videos and quick guides

Our step-by-step video shows you how to make a claim

Useful links