FAQs for SAP Concur coming soon!
- How does the Travel and Expense Reimbursement system work?
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The Travel and Expense Reimbursement is an online system comprised of two applications; T&E handles the reimbursement submission, while Workflow handles the approval collection and routing. A typical submission works as follows:
- A claimant logs in the Travel and Expense Reimbursement application and submits a request (advance, expense report, or authorization).
- The claimant receives an email indicating to who and where they should send their original receipts. They must print, sign and attach the email to the documents and send it to the Business Office as indicated. The claimant may also attach electronic images of the receipts in PDF, TIFF or JPEG format; however, the originals MUST still be sent to the Business Office for verification.
- The Business Office receives an email notification of the request, and the appropriate approver waits until he/she receives the supporting documentation.
- Once the supporting documentation is received, the Business Office approver will verify the contents of the online claim and the supporting documentation. He/she will either approve the request, or return it to the claimant for corrections.
- Once the request is approved, it will be automatically forwarded to the claimant’s supervisor, as indicated on his/her account profile (unless the submission is for non-travel related professional expense reimbursement).
- The supervisor will review the report, and either approve or return the request.
- Once approved, the reqeust will be forwarded to any applicable signing authority (if different from the claimant or supervisor).
- Once all approvals have been received, the request will be automatically processed with the next Accounts Payable payment batch (direct deposit or cheque).
Note: Slight changes occur in this path if the request is submitted by a Delegate, or if the request is for an authorization only.
- How do I log into the Travel and Expense Reimbursement System?
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To log into the Travel and Expense Reimbursement system, or the Workflow system, use your MyCarletonOne credentials. If you have not enabled your MyCarletonOne account, visit www.carleton.ca/mycarletonone/ for more information.
You can log in using the “Submit a request here!” link on the Travel and Expense Home Page.
- Who do I contact if I need assistance with the Travel and Expense Reimbursement System?
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If you need assistance for any reason, please email financial_systems@carleton.ca.
- The system tells me I do not have access. How do I get an account?
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If you need an account, submit your request from www.carleton.ca/travel/account-requests/. Your account will be set up by the Financial Systems team and you will be notified of it’s activation within 2 business days.
- I don't have access to the Fund and/or Orgn to which I need to charge my request. What do I do?
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If you do not have access to a particular fund or orgn, email financial_systems@carleton.ca with your request. A team member will assist in coordinating the various parties that will be required to approve your request.
- How quickly will I get paid through the system?
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The length of time between request submission and payment depends on the accuracy of your report and the availability of the approvers. The average time is approximately 6-10 business days. The fastest claim took only 2 days!
- Do I need to submit the original receipts and supporting documentation?
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Yes, as a publicly funded institution, we are required to keep all supporting documentation for audit purposes. After a request has been submitted, you will be sent a notification to which you will attach all of your receipts and mail to the appropriate individual in the Business Office.
- What is a Claimant Declaration?
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With each submission, a Claimant Declaration must be submitted baring the claimant’s signature. There are two types of claimant declarations:
- If you are the claimant and are filling out a report for your own reimbursement, you will receive an email from no-reply@carleton.ca once you submit your request. This email contains instructions for submitting your receipts, and contains the declaration. You must print and sign this email.
- If you are filling out a claim for someone else as a delegate, the Claimant Declaration is a form available on the Financial Services web page in the Form section (http://carleton.ca/financialservices/wp-content/uploads/Traveler-Declaration-Form.pdf). This form must be completed and signed by the claimant, and submitted with his or her receipts.
More FAQ Topics |
|
Expense Item Related Questions | Delegates |
Advances | Travel Policy |
Approvals and Tracking | Funding Sources |
Students | Common Errors |
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