Reimbursement Process for Out of Pocket Expenses - Carleton-SRCL/SPOT GitHub Wiki

The following outlines the process for getting reimbursement from Carleton University for out of pocket expenses incurred in the course of working in/on the lab. The example included in this page was for components purchased to construct the BLUE platform. Your expense might differ in some ways, but the underlying process should remain the same.

Making an SAP Concur Travel and Expense Reimbursement Account

SAP Concur is the program used by Carleton to manage requests for reimbursements. An account, separate from your other Carleton account, is needed to make a claim. The webpage for this can be found on Carleton's Financial Services website, or at this link.

On this page, you can log in (green box below) if you already have an account made and proceed to the Create a Report section of this wiki page or you can request an account (red box below).

If creating an account, you will be brought to the next page, shown below. Click the link labelled New Account Request Form.

This will bring you to the New Account Request page. Fill in all your information here. For department, put Mechanical and Aerospace Engineer. Nothing needs to be entered for the Account Holder Default Index field. For your access expiry date, you can select it, and it should probably coincide with with the end of your studies. Once all your information is filled in, hit submit at the bottom of the page. After a few business days, your account should be created and you should be able to make a report. The login credentials for this account should be defaulted to be the same as for your regular Carleton account.

Creating a Report

Once signed in to your account, you will be brought to the following screen. Here, click on the New button near the top of the page. In the drop down, select Start a Report.

Fill in the requested information that appears in the Create a Report form, shown below. For the Purpose field, selecting other and adding a detailed comment is likely the best solution, however if one of the other options is an accurate description, then pick that one. It is not necessary to add an Activity Code. When done, click on the Create a Report button in the bottom right.

In the new view, click on Add Expense. You will be prompted for an expense type. If you have multiple, separate expenses (for example, you have purchased supplies from several different suppliers), pick just one to begin with and find its expense type. In this example case of supplies for the lab, the lab supplies option was selected. Once you have found the expense type which best matches your expense, click on it, and you will be brought to a new page.

In this new page, enter the details for the expense. This section is itemized and you will be able to add multiple expenses if multiple expenses/transactions, or multiple kinds of expenses, are to be included in this report. Be sure to upload the receipt or invoice for the expense. When done, click Save Expense if you have no more expenses to add to the report and are ready to submit, otherwise click Save and Add Another to add another expense to the report.

Once all expenses have been added to the report, and you have hit Save Expense, you will be brought back to the summary page where you can view the expenses attached to the report, add expenses, edit or delete expenses, etc. Confirm all your expenses are accurate and that you have included everything you wish to in this report. When ready, hit Submit Report.

Your expense report will now be reviewed by Financial Services, and if approved, passed along to your Supervisor and the department for their approval. Hopefully you will soon have your expenses reimbursed!