oxford university travel expenses

eExpenses overview

The purpose of the eexpenses project, what it aims to deliver, the expected benefits and who can use the sap concur eexpenses system.

The eExpenses project aims to streamline the University's expenses process through policy improvements and process simplification, and to replace the previous paper-based claims form with the online SAP Concur eExpenses system.

SAP Concur is the global leader in integrated travel and expense automation.  SAP Concur was chosen to supply the University's electronic expense claims system following a rigorous evaluation exercise to check its ability to deliver the University's requirements. The system has been configured to match those requirements and detailed testing is being undertaken to check those are being met.

Expected benefits

• Simple, quicker, common process for expenses claims
• Quicker remuneration of expenses claims
• Better cost controls for budget-holders and administrators
• Expense tracking and fewer expenses queries

Key features of eExpenses system

• Creating and submitting claims via your desktop or laptop, or via an app on your smart device
• Being able to scan receipts and attach them to expense claims through eExpenses, either via your desktop or while on the go
• Submitting expense claims from wherever you are
• Management of claims on eExpenses (for example, returning a claim to a claimant in order to get more information)
• Tracking the progress of your outstanding expense claim in real time

Who can use eExpenses?

eExpenses is for use by all staff and students with a Single Sign-on (SSO) user ID across the University’s academic divisions, GLAM, Continuing Education and UAS. In addition, it is used by Kellogg College, St Cross College and Reuben College.

The current phase of the project does not include people external to the University, for example, visitors, research participants, volunteers, interview candidates.

What can be claimed through eExpenses?

Almost all expenses up to £10,000 can be claimed through eExpenses, including claims allocated to project budgets or departmental budgets, 

Exceptions that will not be covered by eExpenses are:

• Claims related to advances and subsequent reconciliation of expenditure (these will continue to be processed via the Excel form)
• Some expense items that form a taxable benefit and, therefore, HMRC requires to be paid and taxed via monthly payroll

Elements to be considered for future inclusion in eExpenses

These items will not be covered by eExpenses, but will be considered for future inclusion:

• Examiner payments (for research degrees only)
• Staff without SSO, including visitors
• Corporate credit cards
• Advances by bank transfer
• Pre-paid card advances
• Advance reconciliations
• Integration with the travel supplier system

EXPENSES INFORMATION

• eExpenses Go-live communications pack slides (PowerPoint) 
• Introductory video (Finance YouTube channel)
• eExpenses poster (PowerPoint)
• eExpenses poster (Word)
• HAF webinar recording  2020 (Microsoft 365 Stream)
• PA webinar presentation  - excluding eExpenses demo 2020 (Microsoft 365 Stream)
• Short demo  of SAP Concur eExpenses  developed for PA webinar 2020 (Microsoft 365 Stream)
• Expenses Policy  (PDF)

Expenses guidance

• Expenses process
• Guidance for claimants
• Guidance for departments
• eExpenses Claimant QRG   (PDF)

eExpenses Approver QRG    (PDF)

eExpenses training and support

• eExpenses project mailbox

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• Accessibility
• Professional Services
• Submitting an Expense Claim

eExpenses is now available to University of Oxford staff and students with a UK Bank Account. 

University of Oxford Staff and Students with a foreign bank account must complete the Expenses claim form - Payments to Non UK Bank Accounts (staff and students only)

Two new forms have been introduced. Staff claiming items deemed to be a Taxable Benefit should complete a Taxable Benefit Claim Form. Claims for people external to NDCN and the University should complete an External Claimant Claim form. Only  current versions  of the form can be accepted, older versions will be returned and an up to date form requested.

Considerations before submitting a claim

• Value for money is achieved
• Expenses should only be used when it is not possible and/or practical for the university to pay for the goods or service directly via a purchase order
• Costs incurred are for business purposes only, and the individual does not receive a personal benefit
• Only actual and evidenced costs are reclaimed

Wherever possible, the University's Purchasing to Pay (P2P) system should be used to purchase goods or services in the first instance. Contact  NDCN Orders  at [email protected] to discuss the purchase for advice on the best option available. Do not make purchases until it has been discussed with the ordering team, we cannot guarantee the item will be reimbursed if the correct process is not followed.

Visiting speakers, students and study participants will need to submit a paper expense claim form. Only current versions of the form can be accepted, older versions will be returned and an up to date form requested.

How to complete the expense claim form

• University of Oxford Staff and Students (with a UK bank account) must submitted claims via Sap Concur eExpenses. Staff and students with a foreign bank account must complete the Expense Claim Form - Payments to Non UK Bank Account
• Visitors, study participants must submit claims using the form 'Expenses claim Form - Claimant External to the University
• Complete the form as far as you are able, ensuring you note the purpose of the claim e.g participant travel costs or study name the claim relates to, attach relevant original receipts, evidence of exchange rates, (if known) and add the GL or Project code the claim will be charge to.
• Print out and sign the form in the claimant’s signature field, (only wet signatures are accepted)  Where required the Budget Holder check should be signed (wet signature) to authorise it
• Send completed forms to the NDCN Payables team to process
• For assistance contact the Payables team at [email protected]

Extra Information

• Include original receipts as proof of purchase, if this is not possible, a full explanation should be provided together with any other supporting documentation such as a bank or credit card statement. Any claims submitted without receipts or reasonable explanations may be rejected.
• Expenses paid in foreign currencies must be support by the exchange rate used for the transaction, or (if paid by card) a copy of the bank statement showing the transaction.
• Credit card slips or bank statements alone are not sufficient evidence to support a claim as they don't provide details of the item, goods or service paid for. They should only be used where receipts could not be obtained, or to support a payment made in a foreign currency to show the actual GBP amount paid.
• Photocopies of receipts are accepted where expenses are shared, for example in the case of meals.
• Travel Mileage (car/van) may be claimed at 45p per mile, with an extra 5p per passenger per mile up to the vehicles capacity for accompanying passengers on university business. Motorcycle/moped at 24p per mile and bicycles at 20p per mile. See  Mileage Rates
• Accommodation - see reasonable rates for overnight accommodation
• Meals, beverages and tips - reasonable rates considered are, breakfast £10, lunch £10 and dinner £25.
• All payments will be in pounds sterling (GBP, however, where the payee is not a resident or has no permanent establishment within the UK, and has no UK bank account, then a foreign currency payment may be allowed, but this must be confirmed with central payments first.
• Submitting a Payment Request Form
• Advance Expenses
• Helpful Information
• General Ledger Accounts
• Monthly Accounting
• University Financial Timetable and Key Events
• Accounts Receivable Invoices
• Different Types of Income
• Internal Trade
• Accounts Payable
• Barclaycards
• R12 Shopper Access
• Purchasing Overview
• Ordering Thresholds
• Adding New Suppliers
• Arranging Couriers
• Travel and Conferences
• Category Codes
• Non-Catalogue Orders
• R12 Troubleshooting
• Delivery Point Codes
• Coding a requisition R12.2
• Ordering Office Supplies

Costs of studying at Oxford

• Course fees
• Living costs
• Scholarships

We know university can be expensive and that studying abroad may involve extra costs, such as flights home to visit family and friends. 

There are essentially two costs that you will need to keep in mind: course fees and living costs .

Course fees are what you pay for your academic teaching and facilities and they vary across courses. Check the relevant course page for details. Your fee status will determine whether you will need to pay international course fees or home (UK/Republic of Ireland) course fees. 

If you are not sure whether you would qualify for international or home fees, see our fee status page which explains how your fee status is assessed. For the latest advice for EU applicants, please read our Oxford and the EU: student Q&As page .

As well as your course fees, you will need to pay for your living costs.

Living costs include food, accommodation, your social activities and any travel back to your home country. You might also want to budget for any travel you would like to do around the UK and/or Europe if you want to explore while you are here!

Oxford tries to help keep down living costs for all students. For example, college social activities, accommodation and meals are usually heavily subsidised and colleges sometimes have grants to help with research or research-related travel. The University is also very well resourced, with over 100 libraries, which means you can borrow many books and academic resources and help reduce your study costs while you are here.

For details of the scholarships available for international students:

• use the Fees, Funding and Scholarship Search
• see our  Oxford bursaries and scholarships  page
• read information on  federal loans or funding  for students from the USA and Canada
• check  college websites directly to see whether they offer any funding opportunities that you can apply for pre arrival 

Before you can apply for a scholarship, you will need to be offered a place on one of our undergraduate courses. 

Unfortunately, scholarships for overseas students following undergraduate courses are very limited, which is why we encourage students to explore options for sourcing funding in their home country.

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Travel Policy

This policy has been developed as part of the wider environmental sustainability strategy and applies to all business travel from 1 august 2022..

While the University recognises that some travel is necessary for learning, teaching, and research, this policy aims to reduce the environmental impact of travel. The policy was developed after extensive consultation and a pilot rollout in five departments.  

It includes  

• encouraging virtual alternatives to travel 
• encouraging a shift from flights to rail 
• eliminating 20% of flights by 2024/25 
• charging a flight levy on University business travel 

Money raised through the flight levy is allocated to the Oxford Sustainability Fund to finance the implementation of the Environmental Sustainability Strategy. We will use offsetting from 2034 onwards to offset the University’s residual carbon emissions and biodiversity impact and achieve the strategy’s 2035 targets. This approach of prioritising reducing emissions to minimise offsetting is in line with the  Oxford Offsetting Principles . 

Below you will find a summary of the policy. The full policy can be downloaded from this page.

Review our policy

DOWNLOAD PDF

Sustainable Travel team

+44 (0)1865 6 14814

[email protected]

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• Environmental Sustainability Strategy
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Online expense claims

Eexpenses is now live for most departments but check if and when you should start using it.

SAP Concur eExpenses is now live in Social Sciences division and most other departments at the University. All remaining departments will go live with eExpenses by Easter 2022 when the existing offline form will be retired.

When to start using eExpenses

Your department will tell you when to start using eExpenses. If you submit claims via eExpenses before then, your claim is likely to be rejected or stalled in the system thereby delaying reimbursement. If you are unsure whether your department or college has launched eExpenses, or when it is planning to do so, please check with your finance or administrative team.

How to access eExpenses

When your department advises you that you can start using eExpenses you should log into eExpenses by using the button on the Finance division website . You should use only this link, and re-click here if your session times out. By doing this you are correctly directed via the University’s single Sign-on (SSO) screen. You can also access eExpenses via the mobile app for creating and submitting claims. Do not access via the SAP Concur website.

Where to get help using eExpenses

The Finance division website includes extensive information on the University’s expenses policy and guidelines. It also includes guidance for using eExpenses (see the links below). For questions about using the eExpenses system, please contact the SAP Concur 24/7 support desk on 0800 389 8758. Useful guidance and advice for using eExpenses can be found below or in the Related links section on the right of this page.

• eExpenses training and support
• eExpenses Claimant quick reference guide (QRG) (PDF)
• eExpenses Approver QRG (PDF)
• eExpenses 'How to' videos

Related links

Bookings and transport

Follow the university's guidelines when booking accommodation and transport tickets for your business or research trip.

When arranging accommodation and transport consider the following:

• value for money
• book via the University's preferred travel supplier   
• keep all receipts for expenses claims
• reasonable adjustments and exceptions

More guidance is outlined below.

Travel costs should offer value for money

Value for money is the optimum balance between cost, quality, risk and environmental sustainability. To meet the flight reduction targets of this policy it is permissible to spend more when: 

• travelling by rail for domestic journeys;
• travelling by Eurostar to Paris and Brussels.

Booking with the University’s preferred travel supplier

The contract with the University’s preferred travel supplier is actively managed by the University to provide feedback on the service received and to identify service improvements. It is strongly recommended that the following travel is booked through the University’s preferred travel supplier    ,

Key Travel offers the University benefits of cost, convenience, safety and sustainability benefits:

• Access to academic fares, is not publicly available, with on average 30% saving
• Price match promise for airfares 

Convenience

• No requirement for personal payment, and reimbursement with invoiced booking
• An online booking facility for direct bookings 
• An offline booking facility using a travel agent for more complex bookings
• Travellers can capture airline loyalty scheme points
• Single point of contact for changes and refunds
• 24-hour emergency support

Sustainability 

• “Greenest” search option available
• Comprehensive carbon emissions reporting

It is recommended that the University’s preferred taxi hire company, currently Royal Cars, be used for travel in and around Oxford.

Exceptions and reasonable adjustments

Exceptions and reasonable adjustments may be applicable.

The University recognises that it has a legal duty to make reasonable adjustments for disabled staff, which may also include those with long-term health conditions. Reasonable adjustments for disability could include adjustments to the mode of travel, class/comfort, route, use of public transport, or being accompanied by a companion/guide. For further guidance see: edu.admin.ox.ac.uk/support-for-disabled-staff .

The University recognises that departments may need to make exceptions and accommodations based on an individual’s protected characteristics to take account of their needs and safety or to avoid direct or indirect discrimination. Such accommodations could include adjustments to the mode of travel, class/comfort, route, use of public transport, travelling with a child, or bringing a companion to help care for a child, or additional safety provisions to address specific needs of individuals from protected groups.  

Exceptions may also be valid in cases due to medical conditions which do not amount to a disability (eg a short-term impairment such as a broken leg), where the requirements of the policy are impractical, in emergency situations, and in other exceptional circumstances.  

An equality analysis has been completed.

Travel Policy

Review our policy

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The Heart of Russia: Moscow and the Golden Ring

Trip length: 8 days Dates: 14 - 21 Sep 2012 Price: £2,480

The appeal and cultural supremacy of Moscow, however, cannot be underestimated. The city is home to the Cathedral of Christ the Saviour, the immense Red Square, the splendid twirled cupolas of St. Basil’s and The Kremlin, with it’s magical palace-fort of gilded domes and royal treasures in the Armoury Chamber. Beyond the streets, deep underground, is Moscow’s vast subterranean metro system - ‘the people’s palace’ with its unique mosaics, chandeliers and ornate sculptures.

Travelling into the heart of the Golden Ring offers a rich tapestry of Russian history woven in stone and wood. For centuries, in these towns, Russians looked over the battlements to hostile horizons, while within their walls, builders created churches, craftsmen adorned them with carvings and frescoes, ironworkers cast huge bells, and monks painted icons.

From the 12th-century cathedral in Pereslavl-Zalessky, to the 15th-century Cathedral of the Trinity in Suzdal’s open air museum. Troitse-Sergieva Lavra in Zagorsk, has for 500 years, been the most important centre of pilgrimage in Russia. These Russian towns offer unique insights into the exquisite treasures of Russian culture and architecture, but perhaps, more than anything else, they evoke the true spirit of this immense nation.

For more information about the trip, or to book your place, please contact the tour operator, Distant Horizons.

Trip Scholar

Professor Alexei Leporc is Curator of Western European Art at the Hermitage and has accompanied several highly successful alumni visits to Russia.

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Tuesday, January 5, 2016

Warriors: who were the streltsy.

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Weapons and uniform, in times of peace, salary of a strelet, recruitment, streltsy history, moscow uprising of 1682, under peter the great, no comments:, post a comment.

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STEPHEN V. BITTNER . The Many Lives of Khrushchev's Thaw: Experience and Memory in Moscow's Arbat. Ithaca: Cornell University Press. 2008. Pp. xi, 235. $39.95

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Richard Stites, STEPHEN V. BITTNER . The Many Lives of Khrushchev's Thaw: Experience and Memory in Moscow's Arbat. Ithaca: Cornell University Press. 2008. Pp. xi, 235. $39.95, The American Historical Review , Volume 114, Issue 2, April 2009, Page 513, https://doi.org/10.1086/ahr.114.2.513

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In the growing industry of Khrushchev-era studies, this book stands out as original, engaging, and solidly grounded in sources—many of them new archival findings. The author builds his story of the thaw around the lives, institutions, ideas, and struggles in the old Arbat district of Moscow from the death of Joseph Stalin into the Brezhnev period, charting the rise and decline of the thaw, the birth of dissidence, and the revival of cautious hope. Anyone who has lived in Moscow knows the special place that the Arbat occupies in the minds of Muscovites (even after its mutilation by the wide Novyi Arbat street that sliced off its head and the “pedestrian walk” that cut through its heart). Stephen V. Bittner takes us into the physical space of the district—where once dwelled, among others, Slavophiles, Prince Pëtr Alekseievich Kropotkin, and Konstantin Pobedonostsev—through the resonating mystique nurtured by the iconic bard Bulat Okudzhava, to the politics and culture of the post-Stalin urban world.

The book's narrative strategy is appealing. Like the Dude's rug in The Big Lebowski (1998), it pulls together, so to speak, the larger room: an arena of intellectual contestation, full of the promise and peril unveiled in the decade or so of cultural thaw. Bittner explores the inner workings of a musical academy, a theater, a literary research institute—all located in the Arbat—and the offices of Kremlin leaders and architectural planners where the geographic fate of that neighborhood was deliberated. For each of these places, the author delves into life experience, institutional interactions, generational tensions, and reviving ambitions set loose by Nikita Khrushchev's anti-Stalin speech of 1956.

The set piece on the Gnesin Music-Pedagogy Institute begins to fill a gap, still very wide, in the political history of Soviet music. A recent book by Kiril Tomoff, Creative Union: The Professional Organization of Soviet Composers, 1939–1953 (2006), provides the latest word on the more familiar musical purge of 1948. Bittner offers a microscopic glance inside the walls of the Gnesin and describes the arguments over curricula, jazz, and polytonal composition and the emotional clashes about conscience, passive collaboration, and memory of the Stalinist repression. A parallel investigation of the renowned Vakhtangov Theater revolves around the infighting about a revival of the founder Evgenii Vakh-tangov's 1922 experimental staging of Carlo Gozzi's Turandot and that of a heavy-handed anti-Stalin play, Rainstorm . In both cases, we are treated to the intricacies of backstage politics fought out in the context of outside governmental interference.

Perhaps the most interesting of these cultural-political bouts is that over architectural planning and urban development as it affected the Arbat. In the absence of a private real estate market, the Kremlin leaders had the power to remake parts of Moscow. Khrushchev wanted cheaply-built housing, stripped of excessive ornament. Some architects and planners, recalling the heady Constructivist experimentalism of the 1920s and early 1930s, longed to revive its spirit. Both rejected the neo-Gothic and neo-classical monumentalism of the Stalin years. Bittner focuses on the building of the wide, magisterial Novyi Arbat that was carved through the northern reaches of the old Arbat, leaving in its wake a path of urban demolition to make way for the huge building complexes that still rise above both sides of this roadway. Novyi Arbat eventually became in the 1990s the pioneering strip of a new private economy. Cross-cutting the debates among architects and between them and the government, a preservationist movement entered the fray, accusing the planners of a new iconoclasm: destroying the precious heritage of Russia's venerable capital, particularly notable sites in the Arbat. Here the author skillfully relates a fascinating and complex story of the battle over aesthetics, efficiency, ideology, public policy, and popular needs.

The book ends with a retelling of the infamous arrest and trial of the writers Abram Tertz (Andrei Siniavsky) and Nikolai Arzhak (Yulii Daniel) in 1965 and the role of the Institute of World Literature leading up to the case. The author cites a remarkable volume of letters protesting the trial, written by cultural figures from all over the country. Many of the letters invoke the writer's “civic duty” in making such protests.

Taken as a whole, this book offers a vivid illustration of well-known political tendencies through the currency of cultural history. Like Gorky Street and the suburban dacha community of Peredelkino, the Arbat was a special community filled with members of the cultural intelligentsia. Bittner's study brings the Arbat to life, and, by giving us a piece of vibrant Moscow history, it helps to supplement the rich array of studies on the mystique of St. Petersburg. As the author put it, the Arbat became a key venue “when the Soviet intelligentsia began to reformulate the meanings embedded in thaw” (p. 5).

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Elektrostal' , Moscow/Russia  

Zatishye‘Electric Steel’ from elektricheskiy and stal′ . A steel works was built here in the early years after the ...

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Travel Insurance

The university provides travel insurance for university employees, students and volunteers travelling within the uk or worldwide on university business, university travel insurance - introduction.

Provision of University travel insurance is in accordance with the University policy on travel (latest policy 01/08/2022).

Activation of the insurance cover requires an approved application (submitted via TIRS unless otherwise indicated) and is subject to compliance with University policies and the terms and conditions of the insurance policy. Please see the Cover Information and Exclusion page for up-to-date policy cover information.  

Travel trips must also be arranged in line with current government advice. Please see the Safety Office website for their guidelines regarding Overseas Travel and Fieldwork.-  https://safety.web.ox.ac.uk/travel-and-fieldwork

Security Subcommittee Statement:

University staff and students undertake many thousands of overseas trips per year on University business, many to high risk areas of the world. The University has a statutory duty of care to ensure, as far as reasonably practicable, the health and safety of its staff and students whilst they are undertaking activities on behalf of the University. The information held in TIRS will enable the University to locate and contact travellers quickly and effectively in response to a crisis event (e.g. terrorist attack, hurricane, volcano, etc.) and provide the immediate support that staff and students working or studying overseas might require.

The University’s Security Subcommittee therefore strongly supports the use of TIRS for registering overseas travel for University business in all cases (even where University insurance is not being applied for) and urges departments to remind staff and students of the importance of registering their details.

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