Monday, February 3, 2025

Save Time and Money – Reducing number of SAP Concur Expense Reports

Do you frequently submit expense reports through SAP Concur? Did you know that the university pays a fee for each report or request - an average of $12 per submission in 2024. Approximately 20% of all reports had a total claimed amount under $100. By consolidating expenses, you can help the university save money... More

Thursday, October 24, 2024

Avoiding the common reasons for returned report and request claims

If your claim lacks required documentation or does not adhere to policies and guidelines, Financial Services cannot verify it and must return it to you for correction. When you resubmit, your claim will go back to the end of the queue resulting in delayed reimbursement. Follow university policies and guidelines and remember the following... More

Thursday, October 24, 2024

When starting a claim in SAP Concur, should I choose ‘Start a Request’ or ‘Start a Report’?

Choosing between ‘Start a Request’ and ‘Start a Report’ is the first – very important – step when beginning a claim in SAP Concur.  If you choose the wrong option, Financial Services staff who complete the initial review, will have to return your claim to you because it affects how expenses are reflected in... More

Monday, October 21, 2024

Tips from a Financial Services Insider: Need Help with Invoicing? (#2 of 2)

The first tip in this series outlined what General Account Receivable (GAR) does (invoicing!) and how it works. I hope that you find this follow up tip helpful. Completed forms should be emailed to General.AR@carleton.ca. A few highlights from the form Enter the name of the department that has provided the good or service.... More

Monday, October 21, 2024

Tips from a Financial Services Insider: Need Help with Invoicing? (#1 of 2)

Did you know? General Accounts Receivable, part of Financial Services, prepares invoices for goods provided or services performed by the university community for external parties. General Accounts Receivable is usually referred to by its acronym, GAR. Let’s use an example to illustrate what this means ABC Company (i.e. an external party)... More

Monday, July 22, 2024

July 1st updates to the Travel and Related Expenses Policy

Background The Travel and Related Expense policy has been in place since January 1997. It provides guidance on expenditures incurred for authorized travel and sets out conditions under which these expenditures will be reimbursed.  As a public institution, the University’s policies must ensure that all expenditures are in accordance with... More

Friday, February 9, 2024

Maintenance Notice for FAST Application

Please note, the FAST application will be down for scheduled maintenance starting 4 PM on February 12th, with full service resuming the next morning. We apologize for any inconvenience and thank you for your understanding. For assistance, contact... More

Tuesday, November 28, 2023

New Look/Feel for the SAP Concur Travel and Expense Reimbursement system

The SAP Concur Travel and Expense Reimbursement system is getting an updated look on December 11th.  The updated look will, in part, help improve the system’s accessibility. What does this mean for you? The functionality (i.e. the tasks you complete in the system) will not change. If you are already familiar with the system,... More

Thursday, September 7, 2023

Making Payments, Tip #4: It’s easy to receipt a purchase order in eShop.

Receipting a purchase order is required for goods and services valued at twenty-five thousand dollars ($25,000) or more. Here’s why: The university needs to know if large purchases have been received before invoices are paid. By creating the receipt, you are authorizing Accounts Payable to issue payment. It’s easy!  The “Receipting Your... More

Thursday, September 7, 2023

Making Payments, Tip #3: Paying honorariums.

eShop’s new honorarium form can be used to pay honorariums when a third-party individual has volunteered in some capacity (e.g. made a presentation) as a favour with no expectation of compensation. When assessing whether a payment is considered an honorarium, remember that honorarium payments: Are nominal and not reflective of the market value... More

Thursday, September 7, 2023

Making Payments, Tip #2: Reducing rejected or delayed cheque requisitions.

eShop’s cheque requisition form is used to request payment to an individual, vendor or contractor for transactions under $25,000 and/or when no purchase order has been issued.  Understanding when and how to use a cheque requisition form to request payment may help reduce the possibility that your cheque requisition could get rejected or... More

Thursday, September 7, 2023

Making Payments, Tip #1: It’s easy to determine the status of your eShop requisition!

Folks often ask us whether payment has been issued to a vendor or contractor.  While we are always happy to answer questions, you can also determine the status of your order in eShop anytime.  It’s easy!  The  “Searching Documents & Determining Whether an Invoice has been Paid” how-to sheet has step-by-step instructions. More... More

Friday, August 25, 2023

FAST Applications Upgrade on September 1st

We're upgrading the FAST application to ensure it continues to perform at its best. Here's what you need to know: Outage time: FAST will be offline on September 1st beginning at 11 am for approximately 4 hours. User Experience: There will be no major changes to the user experience. Questions?: As always, should you... More

Wednesday, July 26, 2023

Updates to the mobile SAP Concur App

You may have noticed an updated look/feel in the mobile SAP Concur Travel and Expense Reimbursement App. A couple improvements have also been made. Delegates can now act as another user within the app to create expenses. This means that delegates can now take photos and attach receipts to expense lines using the app.... More

Wednesday, December 14, 2022

Independent Contractor Tip #3: Indemnification Form

Once a worker has been determined to be self-employed (i.e. an independent contractor), eShop will prompt you by email to complete a ‘Confirmation of Information and Indemnification Agreement’ form. This form must be completed and signed by both the hiring manager and the independent contractor and emailed to Accounts.Payable@carleton.ca PRIOR... More

Monday, December 5, 2022

Independent Contractor Tip #2: New & Improved Questionnaire!

An Independent Contractor Questionnaire must be submitted through eShop before a contract is signed or work begins.  Accounts Payable uses this questionnaire to determine whether a worker is a Carleton employee or a self-employed individual (i.e. independent contractor).  Time Saving Tip: Always check whether an independent contractor is already... More

Monday, November 28, 2022

Independent Contractor Tip #1: Employee or Independent Contractor?

Carleton University’s Accounts Payable unit must follow Canada Revenue Agency (CRA) guidelines when determining whether a worker is either a Carleton employee or a self-employed individual (i.e. independent contractor).  The facts of the working relationship as a whole decide the employment status.  An Independent Contractor Questionnaire is... More

Tuesday, October 25, 2022

Save time! Describe the Purpose of Each Expense.

When requesting reimbursement in SAP Concur, save time by describing how each expense relates to either Carleton business or research funding.  This may simplify and expedite the approval process. See step 12 of the ‘Submitting an Expense Report’ how-to sheet for instructions on how to add a comment to each expense line. Questions? Visit... More

Tuesday, October 25, 2022

Save time! Submit Multiple Expenses in One Claim.

When requesting reimbursement in SAP Concur, save time by adding multiple expenses to a single claim.  This will result in only having to enter the overarching information about the expenses once.  It may also simplify and expedite the approval process. See step 11 of the ‘Submitting an Expense Report’ how-to sheet for instructions on... More

Wednesday, March 9, 2022

Infrequent Travelers

As University restrictions around travel ease, please be reminded that the Travel and Related Expenses policy requires “infrequent travelers” (defined as two or less trips per year) to obtain pre-approval from their one-up/supervisor prior to making travel arrangements.  Submit proof of pre-approval with your claim in the SAP Concur Travel... More

Wednesday, July 14, 2021

SAP Concur Travel and Expense Tip #4: Documentation

The SAP Concur Travel and Expense Reimbursement system has been live for a year. The Financial Information Systems team would like to share some of the common errors we’ve seen and the questions we’ve been asked. Documentation is required to support your report or request.  If documentation is missing or not legible, approvers will... More

Monday, July 5, 2021

SAP Concur Travel and Expense Tip #3: Posting Access is Not Required

The SAP Concur Travel and Expense system has been live for a year. The Financial Information Systems team would like to share some of the common errors we’ve seen and the questions we’ve been asked. Wait!  What does ‘posting access is not required’ mean? This means that users can search for and choose from... More

Monday, June 28, 2021

SAP Concur Travel and Expense Tip #2: Default Index

The SAP Concur Travel and Expense system has been live for a year. The Financial Information Systems team would like to share some of the common errors we’ve seen and the questions we’ve been asked. An ‘index’ is a short code for the Fund, Org and Program portions of the FOAPAL accounting string.  Most... More

Monday, June 21, 2021

SAP Concur Travel and Expense Tip #1: Report or Request? A critical first step!

The SAP Concur Travel and Expense system has been live for a year. The Financial Information Systems team would like to share some of the common errors we’ve seen and the questions we’ve been asked. When folks are starting a new report, there has been some confusion around when to choose ‘Start a Report’... More

Monday, November 23, 2020

New SAP Concur Travel and Expense Reimbursement system is here!

Financial Services is pleased to announce that the roll out of the new SAP Concur Travel and Expense Reimbursement system has now been completed. All new reports for expense reimbursement of out of pocket expenses must be submitted in the new system (https://carleton.ca/concur). Missed your department/faculty’s introduction to the new system? ... More

Friday, October 2, 2020

The new SAP Concur Travel and Expense Reimbursement system is here!

Carleton University is transitioning to the new SAP Concur Travel and Expense Reimbursement system between October and December 2020. Departments and faculties will be onboarded one at a time. You will be contacted by your departmental or faculty administrator with available training dates and other support options. The old Travel and Expense... More

Tuesday, September 29, 2020

Principle-based Tri-Agency Guide on Financial Administration

The principle-based Tri-Agency Guide on Financial Administration took effect on April 1st.  The implementation at Carleton was delayed due to Covid-19.  In plain language, the new Guide outlines guiding principles supported by a university’s policies to determine what qualifies as an eligible expense for a tri-agency grant. The principle-based... More

Thursday, September 6, 2018

What you need to know about accepting electronic fund transfers (e.g. direct deposit and wire transfer) (2 of 2)

I am Diana Pruss, the Cash Office Supervisor.  Carleton University accepts electronic fund transfers (EFT) for incoming payments that need to be deposited to your FOAPAL.  I’d like to share some information that will help ensure that you receive your EFTs in a timely manner. What should you do if someone wants to pay... More

Thursday, September 6, 2018

What is an electronic fund transfer (EFT) and why would I accept one? (1 of 2)

I am Diana Pruss, the Cash Office Supervisor.  Carleton University accepts electronic fund transfers (EFT) for incoming payments that need to be deposited to your FOAPAL.  I’d like to share some information that will help ensure that you better understand and receive your EFTs in a timely manner. What is an electronic fund transfer... More

Tuesday, July 10, 2018

A New Travel and Expense Reimbursement System is Coming!

The Travel and Expense Reimbursement system will be replaced in the new year. A replacement system by Concur, a worldwide leader in travel and expense solutions, was selected in 2017 based on input from the university community. An implementation team is currently building the system with Concur.  Information sessions will be offered in the... More

Wednesday, April 11, 2018

New eLearning: Finance 101

Financial Services is creating a series of self-directed eLearning modules which offer a high level introduction to financial administration at Carleton University.  The first module in this series, ‘Financial Administration Who’s Who’, is now available on the FACTS website. The audience for this module is any member of the University... More

Monday, December 18, 2017

I have been given an ‘infrequent traveler’ designation, can I change my designation? (2 of 3)

In this series, Valerie Evans, the Director of Financial Service’s Business Operations, shares frequently asked questions about the new evidence of pre-approval element of the Travel and Related Expenses policy. I have been given an ‘infrequent traveler’ designation, can I change my designation? The short answer is … maybe. A ‘Frequent... More

Monday, December 18, 2017

Evidence of Pre-Approval Element of the Travel and Related Expenses Policy (1 of 3)

In this series, Valerie Evans, the Director of Financial Service’s Business Operations, shares frequently asked questions about the evidence of pre-approval element of the Travel and Related Expenses policy. What and Why The Province recently tightened control and accountability related to travel and entertainment as defined under the Broader... More

Wednesday, May 3, 2017

How do I cancel a catering order that I no longer need. (3 of 3)

Regardless of where the order is in eShop (e.g. cart, workflow, purchase order) you must contact Catertrax directly to cancel the order.  Call extension 8310 to do so. If you catering order is sitting in an eShop cart, after you call Catering to cancel the order you can delete the eShop cart if you... More

Wednesday, May 3, 2017

Why has Catering advised me that my order is not confirmed? (2 of 3)

In Tip #1 we listed the 5 overarching steps to submit a catering order in eShop. Sign into eshop Click on the Dining Services sticker on the eShop homepage. The sticker will direct you to Catertrax. Create your order in Catertrax. After you’ve created your order, click on the ‘process your order’ button. This... More

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